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Centre for Continuing Education Administrative & Procedural Handbook
Prepared by the Director’s Office
Updated – January 2018
Preface
This Handbook is designed as a resource for members of the Centre for Continuing Education at the University of Regina, and serves as a point of first enquiry regarding institutional and unit policies and procedures. It is not a static document, but undergoes frequent revision, thus it is only available electronically from the following sites:
CCE’s shared network drive: T:\cce\common\Policies & Procedures
Staff Information page on CCE’s website: https://www.uregina.ca/cce/info-for-staff.html This Handbook provides information regarding the responsibilities and duties of management, the programming and service areas, and teaching staff. It also provides guidelines regarding the teaching activities of faculty members and an overview of administrative policies, both within the Centre and elsewhere in the University, as they may pertain to members of the Centre for Continuing Education. It is intended to supplement, not supersede, resources that may have been developed within CCE’s units to assist their teaching staff such as the following.
Flexible Learning Division’s Instructor Guide accessible from: http://www.uregina.ca/cce/flexible-learning/faculty-services/index.html
English as a Second Language Program’s Policies and Rules accessible from: http://www.uregina.ca/esl/student-services/policies-and-rules.html
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Table of Contents
Preface ......................................................................................................................................... 1
Continuing Education at a Glance ................................................................................................ 5
Our Vision 5
Our Mission 5
Our Values 5
Our Cost Recovery Model 5
Our Students 6
Our Staff 6
Our Instructors 6
Our Student and Instructor Services 6
Our Flexibility 6
Our Outreach 6
Organization and Structure .......................................................................................................... 7
Our Organization 7
Our Programs 7
Organizational Chart 9
Governance ................................................................................................................................ 10
Responsibilities .......................................................................................................................... 11
The Institution 11
CCE’s Representatives to Other Faculties/Units 12
CCE’s Student Representatives 12
Standing Committees of the Centre .......................................................................................... 13
CCE’s Council 13
CCE’s Strategic Management Team 14
CCE’s Operational Management Team 15
CCE’s Team 16
CCE’s Student Appeals Committee 16
ESL’s Academic Advisory Committee 17
ESL’s Peer Review Committee 18
Occupational Health and Safety Committee 19
Internal Committees within the Centre ..................................................................................... 20
Professional Development Committee 20
Social Committee 20
Ad Hoc Committees 20
Academic Related Procedures ................................................................................................... 21
Academic Misconduct / Student Behaviour 21
Appeal Guidelines and Procedures 21
Cancellation of Classes 21
Code of Ethics 22
Copyright, Intellectual Property, and Liability of Non-University Owned Data 22
Development of a Distance Course 23
Evaluation of Student’s Academic Performance 23
CCE Honours List 23
Deferral of Final Examinations and/or Term Work 23
Probation and Discontinuance 24
Recognition of Prior Learning (PLAR) and Transfer Credit 24
ESL’s Academic Policies 24
CCE’s Professional Certificates and Seminars (non-credit) 24
Special Needs Accommodation 25
Travel & Fieldwork Safety Policy 25
Employee Related Procedures ................................................................................................... 25
Conflict of Interest/Commitment and Declaration of Confidentiality 25
Recruitment 26
Representative Workforce Commitment 26
Staff Allocation 26
Academic / Faculty Recruitment Procedures 26
Hiring of Senior Management Team 29
Hiring of Administrative Support Staff (APT/ CUPE) within the Units 29
Employment verses Contracted Services 30
Identification Card 30
Keys 30
Moving Expenses 30
Parking Information 31
Performance Review 31
Out-of-Scope (OOS) 31
University of Regina Faculty Association 31
Academic Staff 31
APT 33
CUPE 5791 33
CUPE 2419 33
Leave 34
Approval and Record Keeping 34
Education - Benefits, Development, & Leave 34
Leaves of Absence 34
Sabbaticals 34
Vacation 34
Parking 35
Personal Property and Insurance 35
Professional Development and Education 36
Employee Funding Sources 36
Family Tuition Scholarship Fund 36
Reimbursement 36
Claims 36
APEA and other Allowable Expenses 37
Travel - Authorization and Insurance 37
Resignation and Retirement 37
Respectful Workplace 38
Secondments 38
Time Cards 38
Workplace Accommodation 38
Health and Safety Procedures ................................................................................................... 39
Emergency Notification System (ENS) 39
CCE’s Emergency Preparedness 40
Emergency Building/Campus Evacuation 40
Ergonomic Assessments 40
Incident & Accident Reporting 41
Respectful Workplace & Learning Environment 41
Safe Food Handling and Storage Practice 42
Smoking on Campus 42
Wellness Services 42
Employee and Family Assistance Program 42
Health Services 43
Walk Along Program 43
Working Alone 43
Operational Related Procedures................................................................................................ 44
Budgets 44
CCE’s Spending Policy 44
Conference Fund 44
Fiscal Year-End 44
Catering Policy 45
Charitable Donations 45
Gift Giving and Staff Functions 45
Information Technology 46
Management of Assets 46
Media Buying (Advertising) 46
Printing Services 46
Program Development and Unit Reviews 47
Purchases and Tendering Process 47
Receipt of Funds 48
Records and Information Management 48
Risk Management 49
Room Reservation 49
Student Surveys 49
Timelines 49
Website Governance and Administration 50
General Office Protocols ............................................................................................................ 50
Appendices ................................................................................................................................. 52
CCE Business Case Template 53
ESL's Criteria Document for Tenured, Tenure-Track and Term Instructors 55
(Non-Credit) Customer Conduct Policy 71
(Non-Credit) Student Conduct Policy 72
(Non-Credit) Withdrawal Policy 74
Non-Credit Certification Completion Policy 77
Spending Policy 78
Appointment of Sessional Lecturers Policy 82
Special Needs Accommodation for Students with Disabilities 92
Health, Safety & Emergency Preparedness Information for Staff at CCE Swing Spaces 97
Continuing Education at a Glance
At the Centre for Continuing Education, we strive to meet the needs of learners of all ages. We believe in partnerships, community and the value of active minds and active lives.
Our Vision
Expanding possibilities, strengthening communities.
Our Mission
The mission of the Centre for Continuing Education is to meet lifelong learning needs by offering high quality, accessible, innovative and responsive education and training programs to learners of all ages by building on the strengths and collaborating with the resources of the community and the University.
Our Values
Providing excellent service. Promoting a respectful workplace and learning environment. Engaging collaborations and giving back to the community for outreach and partnerships. Offering a variety of quality programs and services locally, nationally and internationally. Bringing the University, Continuing Education and our community together. Opening inclusive, accessible and safe avenues for all learners. Growing innovative opportunities. Managing resources responsibly.
Our Cost Recovery Model
The Centre for Continuing Education operates as a profit center. CCE is concerned with controlling costs, generating income, and generating a surplus for the University. Each division in CCE develops a base budget consisting of revenues and expenditures and is given a monetary performance target. There is a hierarchy of budgets with the course budget forming the smallest budgeting unit combining with larger units and eventually building up to cover the Director’s cost center. Year-end projections are done at six and nine months. Accountability is interwoven into a cost-recovery unit such as CCE’s. A detailed year-end variance analysis report is prepared by the Director and submitted to the Academic Vice-President and to the Vice-President (Administration). Throughout the year, the allocation of our carry forward is discussed with the division heads. As all new initiatives are self-funded or are one-time initiatives centrally funded, Division Heads need to submit a proposal for new initiatives to the Director to access CCE’s Program Development Fund.
At the start of each new budgeting cycle, historical data is reviewed and new projections are made. Acknowledging that some divisions will make more money than others, and some courses will be more profitable than others, cross-subsidization will continue to be practiced. A strategic planning retreat with the Division Heads is always held to establish our goals and link them with the budgeting process. An opportunity to articulate to the rest of the university non-financial as well as financial benefits of the cost recovery model is essential. To this end, CCE prepares a five-year strategic plan and provides inputs on a regular basis into the strategic plans of the university and contributions in a variety of other ways including participation on Senate, Executive of Council, the University’s Leadership Team, Deans’ Council, President Advisory and other committees, unit reviews, and so on.
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Our Students
Our students are diverse. They range in age from newborn to 99 and come from a variety of educational backgrounds - from those who entered the workforce straight from high school to those with PhD degrees. They each have one thing in common, the belief that learning never ends and a desire to invest in themselves, their families and their careers.
Our Staff
Our staff is committed to helping students enrich their lives through continuing education, as well as supporting instructors so they can provide a valuable learning experience. We take pride in our dedication to our students, instructors and the wider social and business communities around us.
Our Instructors
Our instructors bring a passion for their topics to the table. All are qualified and accomplished in their fields, and more importantly, are committed to the success of their students.
Each division recruits high quality instructors to meet the needs of their students and programs. English as a Second Language, Credit Studies Division and Flexible Learning Division instructors are hired in accordance with the University of Regina Faculty Association contract either on a permanent, term or sessional basis. For courses academically based in other faculties, sessionals are hired by approval and oversight of the Faculty. Lifelong Learning Centre, Business and Professional Development and Conservatory of Performing Arts teaching staff are hired as contracted instructors based on course demand.
Our Student and Instructor Services
Student and Instructor Services (Credit) and Student Services (Non-Credit) areas offer support services to CCE students, instructors, and internal and external partners in the following areas:
Admissions (Credit) and Registrations (Credit and Non-Credit)
Exam Invigilation (Credit)
Instructor Appointments (for credit and non-credit courses administered by CCE)
Scheduling of courses (for credit and non-credit courses administered by CCE)
Our Flexibility
We want everyone to have the opportunity to take continuing education. By designing programs that are flexible - when and where they're offered - we can accomplish this. We provide face-to-face, online, evening, Saturday, early mornings, LIVE (synchronously streamed over the internet), blended, distance and video conference courses. We also offer a program for high school students to take university courses during grade 11 and 12, either at the university or their high schools. Adults who have a career and life experience can potentially receive credit to count towards a UofR program through Prior Learning Assessment and Recognition (PLAR). Our flexible options enable students to be successful at any stage in their lives.
Our Outreach
Our programming areas look for collaborative opportunities to extend the resources of the University community who may not normally have reason or access to participate in formal education programs. Our outreach initiatives reach and engage thousands of people in our community through lectures, programs, recitals, and events.
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Organization and Structure Our Organization
In a nut shell, the Centre for Continuing Education (CCE) links the University’s resources to individual and group learning needs in the community. However having faced a number of challenges and rapid growth CCE has strived for sustainability and efficiency on two fronts, by undergoing an organizational restructuring and extensive review of its administrative processes, and moved to a centralized one-stop provision of service.
CCE assigns primary responsibility for education programming to five programming teams: English as a Second Language (ESL), the Lifelong Learning Centre, the Conservatory of Performing Arts, the Flexible Learning Division, and the Career and Professional Development Division.
The administrative and technical support for these operating teams comes from the Integrated Central Services (ICS) area consisting of: Student & Instructor Services (credit and non-credit), Central Business Services, and Marketing, as well as the Director’s Office support in various areas. ICS provides a central “one-stop” shop for inquiry, registration, and support for student and instructors and our own CCE employees, creating a CCE-wide identity and connection. With ICS assuming the administrative support services for the Centre this frees up the programming areas to focus on delivering, managing and developing programming and building relationships with students, the Faculties and external partners.
Overseeing all areas is the Director’s Office which provides oversight across CCE, setting strategic priorities and direction, and linking with employees, partners and students to anticipate and build for success into the future.
In order to maintain our level of success and meet ever increasing challenges, both positive and negative, Lean thinking and Value-Added processing has become part of our Centre’s culture. At the forefront is a management lead philosophy of an intertwined team focused on continuous improvement for the betterment of our students and respect for its people.
Our Programs
Continuing education means different things to different people – music, drama and dance for youth and adults; general interest classes and volunteer programs for adults; courses, workshops and events for working professionals; personal development opportunities; English as a Second Language training for international students; or degree certificates and courses in Regina and at a distance.
Career and Professional Development Division (CPD)
Administers a variety of flexible degree courses and diploma and certificate programs largely geared toward the needs of part-time adult learners
Academic home for the UR Accelerated program for high school students Offers professional development certificates, seminars, and customized training emphasizing real-world
expertise while balancing theoretical and practical information in response to community, employer and workplace demands
Conservatory of Performing Arts (CPA)
Administers and delivers training and enrichment courses, and offers group and private instruction in music, theatre, film and video, spoken and dramatic arts, and dance for children, youth and adults
English as a Second Language Program (ESL)
Delivers English Language programs for international students and immigrants seeking to improve English language skills for University admission
Provides custom designed English Language programs for specific groups and employers
CCE Handbook 8
Flexible Learning Division (FLD)
Works in partnership with the University of Regina Faculties and Federated Colleges, as well as with the Regional Colleges across the provinces, to identify credit courses that are appropriate to deliver via face-to-face, LIVE (synchronously streamed over the internet), online and video conferencing modes
Works with the academic experts to develop the selected flexible delivery courses Administers the delivery of a wide variety of flexible learning courses: Nights, Weekends, UR Early, and
Summer University on campus; online and televised across the province and the world Administers the Accelerated program for high school students Coordinates the delivery of face-to-face or video-conference courses in the Regional Colleges or elsewhere
across the province
Lifelong Learning Centre (LLC)
Provides personal enrichment programs to adults Conducts research on issues concerning older adults and supports outreach programs relevant to seniors and
those who work with them
CCE Handbook 9
Organizational Chart
CCE’s Positional Organizational Structure
Administrative Assistant (CUPE)
Director (OOS)
Manager (APT)
Career & Professional Development Division
Flexible Learning Division
Central Business Services Marketing
Assistant Director(OOS)
Marketing & Communications Specialist (APT)
Head (APT)Head (APT)
Program Manager (APT)
Program Coordinator (APT)
Program Coordinator(APT)
Administrative Assistant (CUPE)
Instructional Designers (APT)
Term ID Positions (APT)
Term Assistant ID (APT)
Web Developer & Graphic Designers (APT )
Administrative Support Staff (CUPE)
ManagerFinance &
Administrative Services (APT)
Finance & AdminSupport Staff
(CUPE)
Manager (APT)
Support Services Staff
(CUPE)
Integrated Central Services Programs
Web & Media Specialist (APT)
Conservatory of Performing Arts
Program Coordinator (APT)
Program Coordinator (APT)
Lifelong Learning Centre
Head (APT)Head (APT)
Outreach Program Assistant (CUPE)
Student ServicesNon-Credit
Enrolment & Support Service
Specialists (CUPE)
Business Development Consultant (Programs)
(APT)
Program Assistant (CUPE)
English as a Second Language Program
Homestay Coordinator (APT)
Communications & Cultural Affairs
(APT)
Administrative Assistants (CUPE)
Student Advisor/ Counselor (APT)
Director (OOS)Manager (APT)
Student & Instructor Services Credit
Academic & Program Coordinator
Manager, Customized Programs
(APT)
Manager, Finance & Administration (APT)
Drawn from Instructor pool
Sessional Lecturers
(contracted staff)Non-permanent
Instructors (Faculty) Permanent & Term
Business Development Consultant (Customized)
(APT) - Term
Support Services Staff (CUPE)
Manager, Non-credit(APT)
Manager, Instructional Technologies (APT)
Instructional Technologist (APT)
LINC Administrative
Assistants (CUPE)
LINC Coordinator/
Lead Instructor (Faculty)
CCE Handbook 10
Governance The University's governance structure is established by The University of Regina Act and is bicameral - simply put, there is one decision stream for academic decisions and another for administrative ones. Decisions on academic programs and related matters generally originate in the faculties, are reviewed by a University academic committee, are considered by Executive of Council on behalf of the University's Faculty Council, and then are decided upon by Senate.
Issues requiring administrative decisions may originate almost anywhere, and the Board of Governors makes major final administrative decisions, particularly where significant expenditures are concerned.
The two streams often come together at the Board; for example, Senate decisions regarding establishment of new or major expansions of academic units and programs or major changes thereto are subject to ratification by the Board of Governors.
CCE’s Council
CCE’s Management Team
Council Committee on Undergraduate Admissions
and Studies (CCUAS) (Oversight for credit academic programming &
regulations)
Board of Governors Senate
Council (Executive of Council)
Council Committee on Academic Mission (CCAM) &
Council Committee on Budget (CCB)
(Reviews and provides recommendations on academic planning and programming in relation to the University’s strategic plan and structure)
CCE Handbook 11
Responsibilities The Institution The University of Regina Act provides for the position of Dean* in the following terms: * The Director of the Centre for Continuing Education is equivalent to a Dean in a Faculty.
DEAN OF A FACULTY Deans and their duties
82 There shall be a dean of each faculty of the university who shall be appointed by the board, who shall be the chief executive officer of the faculty, and who shall, subject to the authority of the president, have general supervision over and direction of the work of the faculty, and of the teaching and training of the students of his faculty.
R.S.S. 1978, c.U-5, s.82.
HEAD OF A DEPARTMENT Heads and their duties
83 (1) There shall be a head of each department of a faculty who shall be appointed by the board who shall have general supervision over and direction of the work of the department and who shall assign teaching duties to the members of the department, following consultation with the department, in committee. (2) The head of each department of a faculty is responsible to the dean in the first instance for the satisfactory performance of the work of the department.
R.S.S. 1978, c.U-5, s.83.
As per Senate By-Laws 6.1, the responsibilities of a Faculty include the following:
1. Subject to the provisions of the Act, these Bylaws and the general control of the Council, each Faculty shall have charge of matters of scholarship and discipline within such Faculty.
2. To make recommendations to the Council concerning the requirements for admission; the courses of study; the conditions for graduation; and the nature of the degrees to be conferred.
3. To establish rules and methods for the advancement and graduation of students and their suspension for neglect of studies, or defective scholarship.
4. To recommend candidates for degrees in course and candidates for scholarships, prizes, etc.
5. To report to Council and Senate in respect of long-term academic planning.
6. To prepare courses of study, including the curriculum for any degree program offered or to be offered and submit same to the Council for approval.
7. To investigate and determine allegations of student academic misconduct and non-academic misconduct, assign penalties, and report the same to the Secretary and the Registrar, in accordance with the Council Regulations Governing Discipline for Academic and Non-Academic Misconduct. In case of discipline, the student concerned shall have the right of appeal to the Council Discipline Committee.
8. The Dean of any Faculty shall transmit to the Council, for consideration and review, all matters which belong to the purview of Council or which, from their nature, concern more than one Faculty.
9. Each Faculty shall keep a record of its proceedings and this record shall be open to any member of the Faculty and a copy shall be forwarded to the Secretary for information.
CCE Handbook 12
Approved Faculties /Academic Units as recognized by Senate By-Laws (6.2 & 6.3):
Faculty of Arts Faculty of Business Administration Faculty of Education Faculty of Engineering & Applied Science Faculty of Graduate Studies and Research Faculty of Kinesiology and Health Studies Faculty of Media, Art and Performance Faculty of Nursing Faculty of Science Faculty of Social Work Centre for Continuing Education Cité universitaire francophone Johnson Shoyama Graduate School of Public Policy Other academic units as approved from time to time by Senate
CCE’s Representatives to Other Faculties/Units In accordance with Senate By-Laws (6.6) each Faculty, academic unit or related body shall have representation from other Faculties, academic units, and related bodies. These representatives are selected or elected from their respective organizations and in accordance with standard practice in that organization. The Centre for Continuing Education has representatives on other Faculties/Units as follows:
Who Faculty/Unit Division Head, Career & Professional Development Faculty of Arts Division Head, Career & Professional Development Faculty of Business Administration Division Head, Flexible Learning Faculty of Education Director, English as a Second Language Program Faculty of Engineering and Applied Science Division Head, Conservatory of Performing Arts Faculty of Media, Arts and Performance Assistant Director, CCE Faculty of Kinesiology and Health Studies Division Head, Lifelong Learning Centre Faculty of Nursing Director, English as a Second Language Program Faculty of Science Division Head, Flexible Learning Faculty of Social Work Assistant Director, CCE La Cité universitaire francophone Division Head, Lifelong Learning Centre Luther College (Academic Affairs Committee)
CCE’s Student Representatives It is recognized that students are more likely to make significant contributions to the decision-making process of the University’s operation at the Department or equivalent level. Within the Centre, students participate on key internal committees to encourage and recognize this contribution. CCE student body holds seats on both CCE Council, which discusses the business of the Centre, and on CCE’s Student Appeals Committee, which governs the appeal process for academic and non-academic misconduct. Further details regarding these committees can be found in this Handbook under “Standing Committees”.
CCE Handbook 13
Standing Committees of the Centre The Director of CCE is an ex officio member of all internal committees. Whenever possible, the Committees should reflect the diversity of the Centre.
CCE’s Council Term of Office:
1 year for standing members All members are expected to attend meetings
Membership: (noted in the Senate By-Laws 6.7.1)
Ex Officio: Director, Centre for Continuing Education (Chair) Assistant Director, Centre for Continuing Education Director, English as a Second Language Program Vice-Presidents (Provost and Academic), (Administration), (Research) or designate University Secretary Registrar Head, Conservatory of Performing Arts Head, Career and Professional Development Head, Flexible Learning Division Head, Lifelong Learning Centre All tenured and tenure-track English as a Second Language Program Instructors Permanent APT employees of the Centre for Continuing Education
Standing: Deans (or designate) of all undergraduate Faculties Dean (or designate) from the Faculty of Graduate Studies and Research Associate Vice-President (Student Affairs) or designate University Librarian or designate Director of La Cité universitaire francophone (or designate) A designate from each of the Federated Colleges: Campion College, First Nations University of Canada, and Luther College A current student or alumnus of a Credit Studies certificate program appointed by the Director of CCE A current student or alumnus of a Non‐Credit programming area appointed by the Director of CCE
Members of Senate (2) – appointed for two‐year terms
Purpose:
1) To facilitate the exchange of information between the Centre for Continuing Education and the University Community.
2) To assist the Centre for Continuing Education in its vision to “...be a significant contributor to the intellectual, economic, social and cultural development of the communities we serve thereby fulfilling the commitment of the University of Regina to respond to the needs of lifelong learners.”
3) To approve new, revised, and deleted certificate credit courses. 4) To recommend proposals for new, revised, and deleted non-degree credit programs to the
Council Committee on Undergraduate Admissions and Studies bringing to their attention those areas of concern bearing on academic policy. Such programs if deemed to be “Major” will have first been vetted through a letter of intent to be considered by the Planning and Priorities Committee.
5) To recommend proposals for new, revised, and deleted academic policies and standards to the Council Committee on Undergraduate Admissions and Studies.
6) To recommend proposals for new, revised, and deleted standards for undergraduate admission and graduation to Council Committee on Undergraduate Admissions and Studies.
CCE Handbook 14
7) To advise the Registrar on matters relating to the content of the Undergraduate General Calendar bringing to attention those areas of concern bearing on the representation of academic policy.
8) To recommend to Executive of Council candidates for certificates and diplomas. 9) To delegate to the Director of CCE the authority to recommend to Executive of Council
candidates who have applied for graduation outside the normal Council meeting times in Spring/Fall and to report those names to the next meeting of CCE Council for information.
10) To inform Executive of Council of the annual recipient of the Distinguished Canadian Award.
CCE’s Strategic Management Team The Strategic Management Team (SMT) is accountable to the Director, Centre of Continuing Education.
Membership: Director, Centre for Continuing Education (Chair) Assistant Director, Centre for Continuing Education Director, English as a Second Language Program Head, Conservatory of Performing Arts Head, Career and Professional Development Head, Flexible Learning Division Head, Lifelong Learning Centre Manager, Marketing
Purpose:
The SMT represents the leadership team of the Centre with responsibility to provide effective leadership and strategic direction for the work of the Center. The team is also responsible for ensuring that the Centre delivers on the objectives and key performance requirements set out in its business plan. Anticipate the team will meet a minimum of quarterly or as required at the call of the Chair.
The SMT will lead by example by embodying CCE principles and values in its work: Work as a team- demonstrating strong corporate commitment and trust, Have strong communications, Share information from the SMT with the wider organization as appropriate while respecting the need to maintain confidentiality when required, Maintain support for all team decisions once a decision is made.
Activities: In alignment with the overarching University strategies and goals, review, develop, contribute to and
recommend the vision and overall strategies for the Centre for approval by the Director / UR Decision Body.
In alignment with the Centre vision and strategies, develop and approve the Centre priorities, goals and strategic initiatives to provide input/direction for the Centre’s annual business plan.
Recommend for approval the annual Centre business plan including resource allocation and performance goals and objectives.
Provide direct input to major issues and decisions to be presented to the CCE Council/Director for approval (i.e. issues/activities impacting CCE business plan or performance objectives).
Regularly review Centre performance against the business plan and key performance requirements and agree on actions to improve performance as appropriate.
Review and approve Centre policies or recommend the approval of policies as appropriate. Support for the Director in exercising his lead management responsibility for risk management and the
implementation of the university policy including statutory and regulatory compliance.
CCE Handbook 15
CCE’s Operational Management Team
The Operational Management Team (OMT) is accountable to the Director, Centre of Continuing Education.
Memberships*:
Director, Centre for Continuing Education (Chair)
Assistant Director, Centre for Continuing Education
Director, English as a Second Language Program
Head, Conservatory of Performing Arts
Head, Credit Studies Division
Head, Flexible Learning Division
Head, Lifelong Learning Centre
Manager, Marketing
Manager, Central Business Services
Manager, Finance & Administration, ESL
Manager, Student and Instructor Services (Credit)
Manager, Student and Instructor Services (Non-Credit)
Manager (Non-Credit), Career and Professional Development
Program Manager, Flexible Learning Division
Administrative Assistant, Director’s Office *Members of the OMT should make every effort to attend meetings in person. Each member may designate a representative to attend in their place if unable to attend a meeting. * Other CCE staff and external resources may be invited to attend to present or participate on a particular agenda item at the discretion of the Chair.
Purpose: The OMT consists of the key management positions that represent the business and service units of CCE. The members of the team are each responsible for overseeing, designing and controlling the processes and operations that contribute to or support the CCE mission and goals. The team will meet once a month or as required at the call of the Chair.
The OMT will lead by example by embodying CCE principles and values in its work:
work as a team- demonstrating strong corporate commitment, trust, collegiality and consensus,
be the communications link for their respective area,
share and support CCE decisions and strategic direction with the wider organization as appropriate while respecting the need to maintain confidentiality when required.
Responsibilities: The OMT meeting is the forum CCE will use to communicate issues of the day in a timely manner. The team members’ responsibilities are:
Facilitate the exchange of information between respective units, CCE leadership and University leadership and community with respect to CCE strategy/U of R strategy.
Communicate and discuss relevant administrative /operating/support processes, procedures and directives i.e. budget and plan preparation.
Communicate and update each other on operating and support activities, achievements and challenges.
Communicate and discuss allocation and use of space, capital and resources in support of CCE strategy.
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CCE’s Team The CCE Team meets regularly to ensure shared and open communications, to develop strategic plans and to engage in professional development.
Membership: All CCE full-time and part-time permanent staff members and ESL Instructors
CCE employees working in term positions of six months or longer
Cooperative Education and Practicum students are welcomed to attend as observers
CCE’s Student Appeals Committee Membership: Standing Committee: One representative from CCE Council One (credit) instructor from Career & Professional Development Division (CPD) One instructor from English as a Second Language (ESL) Program One (credit) student representative from CPD One student representative from the current U of R student body and who is a graduate of the ESL Program
A Chair will be elected from among the instructors
Standing members are expected to attend all meetings
One-year term is expected of the member, with an option to extend their commitment by another year if desired
Past participation as a Committee members does not preclude the individual from filling a vacancy at some future date
Ex Officio Members: Director, Centre for Continuing Education Head, Career and Professional Development Division Director, English as a Second Language Program Program Coordinator, Career & Professional Development Division
Ex-officio members are non-voting and serve as resource persons Terms of Reference: The CCE Student Appeals Committee will hear all appeals and applications by students in connection with decisions regarding:
Career and Professional Development’s “Credit” Certificate Programs and English as a Second Language Programs:
1. Requirement to discontinue
2. Re-admission after discontinuance
3. Exemptions from program requirements
4. Readjustment of grades (retroactive withdrawals - readjustment of fees is handled by the Registrar’s Office), not including reassessment of grades
Non-Credit Professional Programs: 1. Non-academic misconduct 2. Readmission after discontinuance because of non-academic misconduct 3. Requirement to discontinue due to not fulfilling the requirement of 80% attendance of a seminar/class
CCE Handbook 17
Decisions that will be delegated by the Committee to the Director of CCE in the first instance: 1. Appeals dealing with additional repeats of courses 2. Appeals for readmission of students who have received a first RTD 3. Appeals of “Academic Probation” status 4. Appeals for retroactive permission of course sequencing 5. Appeal to exclude courses from the calculation of the UGPA
Process: 1. Students have a right to a fair hearing in accordance with the rules of natural justice, before the
Committee. This includes the right to be notified of the hearing, the right to present arguments (or have a representative do so), and the right to question representatives about the matter in question during the hearing. Students will be informed of these rights in writing.
2. Letters of appeal from the student must be submitted to the Committee. Submissions will be routed through the Chair, Student Appeals Committee, ℅ CCE’s Director’s Office who will acknowledge these in writing. The date and time of the next meeting of the Committee will be included in the acknowledgement or set in a subsequent letter.
3. Committee members receive, as part of the agenda, a copy of letters of appeal and other pertinent materials, a copy of the student’s academic record and, if applicable, a copy of the student’s program to date. Committee members will have an opportunity to ask questions of the student during the hearing.
4. The decision of the Committee is based on the written and printed agenda materials and any additional information provided at the meeting by the student, the student’s representative or Committee members.
5. The Committee will decide the outcome of the appeal and set the terms and conditions upon which the appeal will be decided.
6. Decisions on admission or re-admission are final. Appeals with respect to retroactive withdrawals are considered by this Committee but readjustments of fees for credit courses are handled by the Registrar’s Office. Other decisions may be appealed to the Council Committee on Student Appeals, except for decision on academic or non-academic misconduct, which may be appealed to the Council Discipline Committee.
ESL’s Academic Advisory Committee Membership:
Voting members: All tenured, tenure-track and term appointment instructors in the ESL Academic Program, one Sessional Lecturer selected by sessionals by vote from those sessionals teaching at the beginning of each semester, and one student representative selected by 050 student vote from the 050 students attending the program at the end of the spring/summer semester. The student member must be committed to attending the U of R for the following year. Members on leave will be contacted to vote on decisions of long-term importance.
Non-voting members: Director of ESL Program (voting only in case of a tie), CCE’s Director, ESL’s Student Advisor/Counsellor, ESL’s Manager of Customized Programs, and ESL’s Manager of Finance and Administration.
Chair: Director of ESL Program, or designate in case of ESL Director’s absence Frequency:
Regular meetings are held at least twice a term. Additional meetings can be called with one week’s notice at the discretion of the Chair, or if 2 or more members request a meeting.
A meeting can only be held if at least 50% plus one (a quorum) of the voting members are present.
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Responsibilities:
Voting on curriculum matters.
Hearing/receiving by email the recommendations of the Hiring Committee. If recommendations are heard at the meeting, candidates must step out of the room. Committee members have 2 working days to respond to the recommendations to the ESL Director, after which time the recommendations are passed on to the CCE Director.
Giving advice but not direction to the ESL Director and/or the CCE Director on a variety of administrative matters
Giving advice but not direction to the ESL Director on administrative appointments [i.e. Coordinator(s)]
Working with the CCE Director in updating the ESL Criteria Document
ESL’s Peer Review Committee Composition: The Peer Review Committee consists of three ESL Instructors nominated and elected at large from and by ESL Instructors. All members must be in a tenured or tenure-track appointment with at least one year experience as a tenure-track appointment in this program. A member serves for a three-year term and will then remain off the committee for a minimum of three years before resuming membership. However, members may return earlier if they so choose and if it is to the benefit of the unit. Terms are staggered to ensure continuity on the Committee. ESL instructors on leave are not eligible for membership on this committee. The Chairperson is chosen by the Peer Review Committee from among its elected members. Election for vacated spots on the Committee takes place in September. The Director, Centre for Continuing Education is an ex-officio non-voting member of the committee. The Director participates in meetings of the committee to provide information, to ask questions about the nature of the committee’s recommendations and, in general, to gain understanding of the grounds for the committee’s recommendations. The Director is neither to participate in, nor to influence the actual decision-making of the committee. Terms of Reference: In accordance with Article 17 of the URFA Academic Collective Agreement, this committee exists to review the academic performance of all members of ESL’s academic staff (excluding Sessionals), and to determine whether members have met the criteria for the decision under consideration (increment, merit, promotion, renewal of tenure-track appointments, and tenure). In addition, this Committee reviews sabbatical applications submitted by its Faculty members. The ESL Peer Review Committee does not make the final decision on the career progress decision nor on the granting of the sabbatical; however, as a representative of the ESL program, provides recommendations to the next approval level. For further specifics regarding performance reviews, ESL’s Criteria Document for Instructors, or sabbaticals please refer to the Employee Related Policy section of this Handbook.
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Occupational Health and Safety Committee The University Health and Safety Committee (HSC) has been established to assist the University of Regina in meeting the requirements under the Occupational Health and Safety Act and Regulations and all applicable Provincial and Federal legislation and Municipal by-laws. The University of Regina Safety Policy GOV-1000-005 provides the commitment to safety and responsibilities of the HSC. The committee has a mandate to; advise, assist and make recommendations on policies that will improve the health and safety of faculty, staff, students and the general public while at the University. With the assistance of Health, Safety & Environment they monitor the effectiveness of University Health and Safety Programs and may establish and monitor other committees, such as Local Safety Committees, as necessary.
CCE’s English as a Second Language Program falls under the “Academic & Administration Local Health & Safety Committee”. However as CCE’s other units are located off-site from the main Wascana Campus area, and as there are 10 or more employees at those locations, the Ministry of Labour Relations and Workplace Safety (LRWS) requires a formal OHS Committee be created to oversee that particular site. Although the CCE (formerly College Avenue Campus) OH&S Committee does report directly to the Ministry it still falls under the umbrella of the U of R’s HSC. The CCE Occupational Health & Safety Local Committee is recognized by the Ministry as Local OHC #16444-REG. Their Terms of Reference follows.
Terms of Reference for CCE OHS Local #16444-REG Membership:
1. Membership is to be drawn from all areas of activity at the First Nations University and Palliser Campuses as well as equal representatives chosen by the trade unions.
2. Members will serve a three (3) year term and may be reappointed for a second or subsequent term.
3. The Co-Chairs are voting members of the Committee.
4. As a representative of the University, the Director of the Centre for Continuing Education shall appoint one Co-Chair (Employer Rep.) and the second Co-Chair shall be elected by the committee members.
5. The position of Secretary will be rotating with the Secretary preparing the Agenda for the subsequent meeting.
Note: Although not formally a member of this Committee, CCE’s Emergency Chief Warden reports to this Committee (e.g. the results from the Emergency Floor Warden’s walk-about inspections are forwarded to this Committee and forms part of this Local’s OH&S site inspections response).
Meetings:
The format for meetings will be: attendance, comments from the Chair, approval of the agenda, acceptance of minutes of the last meeting, old business, new business, inspection reports, the time and place of the next meeting and adjournment.
Meetings will be held quarterly although the Chairperson may call additional meetings as required.
Quorum for meetings is that at least half the members must be present. Of those members in attendance at least half must be worker representatives and at least one member must be an employer representative.
Review:
The Terms of Reference will be reviewed, and if required revised, every 3 years.
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Responsibilities of the Local Safety Committee:
The responsibilities of the CCE Local Safety Committee are to:
1. receive, investigate and respond to local safety concerns;
2. assist in identifying, eliminating and/or controlling hazards within CCE at FNUniv and Palliser;
3. establish a schedule for and conduct workplace inspections;
4. ensure the development of specific safety policies and procedures;
5. assist and provide input to the Director concerning the management of safety issues;
6. refer work refusals, incidents of violence, and incidents involving major injury or loss of life to the OHC, with a copy to the Director;
7. refer any concerns which cannot be resolved to the OHC, with a copy to the Director of CCE;
8. through a variety of activities, promote the adoption of a culture of safety amongst all U of R CCE staff.
Internal Committees within the Centre The Director of CCE is an ex officio member of all internal committees. Whenever possible, the Committees should reflect the diversity of the Centre.
Professional Development Committee
Determines and organizes workshops/events which are of interest to and useful for the professional development of CCE staff. This Committee is chaired by the Assistant Director, CCE, and supported by volunteers from CCE’s Team (staff) to form a Committee of four members.
Social Committee
Determines and organizes social events/activities for CCE’s Team. Membership is volunteers from CCE’s Team, with at least one representative being from the ESL Program.
Ad Hoc Committees
Occasionally a committee is created to take on a particular project or task with membership based on the need at hand. One such example is the GPS Phase 1 and GPS Phase 2 Committees which were struck to provide leadership and collaborative direction during CCE’s organizational restructuring process. Currently there is a committee, “Certificate Review Committee,” undertaking a review of the Career and Professional Development’s offerings to better understand current and future demand for existing and potential programs, to ensure that offered curriculum is relevant and of a high quality, that there is sufficient and appropriate capacity to deliver such programming, and that the programs are sustainable and fit within CCE’s strategic plan. Other committees may be formed as the need arises.
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Academic Related Procedures Students enrolled in CCE programs at the University of Regina must follow the academic and other policies and procedures of the University. The following policies apply to students enrolled in credit and non-credit certificates, as well as students enrolled in the ESL program.
Academic Misconduct / Student Behaviour Students enrolled in CCE programs at the University of Regina are expected to adhere rigorously to principles of intellectual integrity. Plagiarism is a form of intellectual dishonesty in which another person's work is presented as one's own. Plagiarism or cheating on examinations/assignments is a serious offence that may result in a zero grade on an assignment, a failing grade in a course, or expulsion from the University. Refer to U of R’s Undergraduate Calendar, Section 5.13 for University regulations on academic misconduct.
Appeal Guidelines and Procedures The CCE’s Student Appeals Committee (or its delegate) will hear all appeals and applications by students in connection with academic action decisions, including probation, discontinuance, re-admission after Requirement for Discontinue Studies (RTD) and/or University Withdrawal (MW), and exceptions from program requirements. The committee does not hear appeals of grades - consult the University’s Undergraduate Calendar Section (Section 5.10) Reassessment of Grades. Appeals are to be made in writing within two weeks of notification of the academic action and addressed to the Chair, Student Appeals Committee, ℅ Director’s Office, Centre for Continuing Education, Room 101 College Building, University of Regina, Regina SK S4S 0A2. Late appeals will not be heard. Appeals of CCE decisions may be heard by the Council Committee on Student Appeals (Section 5.14.2). The decision of CCE with respect to admission and conditions for continuation is final. However, students may appeal the imposition or severity of a penalty for misconduct (academic or non-academic) to the Council Discipline Committee. Requests for a hearing must be submitted as per the procedure outlined in the University’s Undergraduate Calendar (Section 5.14). Refer to Calendar section 5.13 Student Behaviour for definitions and guidelines related to Academic and Non-Academic Misconduct.
Cancellation of Classes CCE takes seriously its responsibility to provide students with the classes, seminars, and practice sessions for which tuition/fees is charged. It also seeks to minimize the inconvenience class cancellations impose on students who may travel from a distance to attend class, or may have made childcare or eldercare arrangements in order to attend class. While occasional class cancellations certainly can occur because of an instructor’s/contracted staff’s illness or family emergency, teaching staff should do all they can to:
keep class cancellations to a minimum;
provide the earliest possible notice of any class cancellation;
arrange, whenever possible, for a substitute instructor so that classes are held as scheduled;
arrange make-up classes as necessary.
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Should a class cancellation be unavoidable, teaching staff are to inform Student and Instructor Services support staff, if at all possible before 4:15 p.m. on the day of an evening class or, for weekend offerings, before 4:15 p.m. on the preceding Friday. The support staff will prepare a Class Cancellation Notice and post it on the classroom door. The notice specifies the class being cancelled, the instructor’s name, and the reason for the cancellation. Effort should be made to provide advance notice to students, especially those who are travelling to campus from outside the city. In the unusual event that the need to cancel a class only becomes apparent after normal business hours, the instructor will phone Campus Security at 585-4999 and ask them to post a notice of cancellation (including the instructor’s name, the course subject and number, and the classroom location) on the relevant classroom door. The instructor shall still notify CCE’s Student and Instructor Service’s support staff of the cancellation.
Code of Ethics Below are links to websites that provide information on the Codes of Ethics as they pertain to the University, students, research, employee conduct, etc. This University is governed by the "University of Regina Act" and then of course must follow various legislated acts such as Freedom of Information:
http://www.uregina.ca/policy/browse-policy/policy-GOV-060-005.html Student code of conduct falls under the University's Policies and Procedures with an overall listing accessible from: http://www.uregina.ca/president/executive-team/ed-governance-univ-secretary/student-appeals/integrity.html Harassment and discriminations policies then go to HR website:
http://www.uregina.ca/hr/services/harassment-prevention/index.html Ethics as it pertains to research: http://www.uregina.ca/research/
Copyright, Intellectual Property, and Liability of Non-University Owned Data The University is committed to complying with Copyright Laws and respects intellectual property rights. Similarly the University does not permit the use of illegal software copies, or the illegal copying of computer software on University facilities and/or equipment. The Copyright Act and related laws, as well as related University policy and procedure, govern the utilization of all Copyrighted Materials by members of the University. It is the expectation that Employees inform themselves of their legal duty under any University copyright-related policies and Copyright Laws and conduct their actions accordingly. For further details refer to U of R Policy - (GOV-050-010) Use of Copyright Materials. The University of Regina provides access to computing, network and information resource facilities to faculty, staff and students to facilitate their work at the University. Each individual bears the responsibility of ensuring a current offsite backup exists for all non-University owned data that they have stored or use within the University of Regina computing, network and information resource facilities. With respect to non-University owned data (personally owned data, records or communications), users, by using the University’s computing, network or other information resource facilities or services including but not limited to computers, servers, and related storage devices (The Services) acknowledge and agree that neither the University of Regina nor any of the University’s governors, officers, employees, faculty members
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or representatives will be liable for any special, indirect, consequential, incidental, punitive or exemplary damages, or damages (including but not limited to damages for loss of profits or savings, loss or corruption of data, loss of use of data or a service, or loss of records) in connection with the user’s use of The Services whether arising out of contract, tort or other basis. Should the user not agree with this stated limitation of liability the user is required to immediately discontinue use of The Services for non-University owned data. The user is further required to immediately remove all non-University owned data, records, and communications from The Services. Please refer to university policy OPS-080-025 for additional information.
Development of a Distance Course
Each year, the U of R Distance and Distributed Learning Committee (DDLC) issues two calls for proposals to receive funding to develop a course or suite of courses that can be delivered through various flexible modes. Please refer the following website for further details - http://www.uregina.ca/cce/flexible-learning/faculty-services/develop-flexible/index.html.
Evaluation of Student’s Academic Performance
Refer to Centre for Continuing Education Section of the UR Undergraduate Calendar (https://www.uregina.ca/student/registrar/publications/undergraduate-calendar/sections.html)
CCE Honours List
The list for part-time (credit) students is compiled once an academic year at the end of the Spring/Summer term. To be included on the CCE Honours List, a student must be a CCE student and identify a CCE program as their primary academic program and must achieve a GPA of at least 85% on a minimum of nine numerically-graded credit hours of University of Regina courses over an academic year (Fall, Winter, and Spring/Summer). Inclusion on the CCE Honours List will appear on the student’s official transcript.
Deferral of Final Examinations and/or Term Work
Extensions on deadlines for completion of assignments or writing of final examinations may be granted to students on the basis of illness, accident, or other extreme and legitimate circumstances beyond their control. If students become very ill or encounter other serious difficulties early in the semester or when no coursework has yet been completed, withdrawal may be a better option. The authority to approve deferrals of term work within the semester belongs to the instructor of the course. The authority to approve deferrals of final examinations and/or term work beyond the date of the final examination belongs to the Director of CCE for Career and Professional Development Division students.
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Students who are unable to complete a course for serious medical or personal reasons should consult the Career and Professional Development Division as soon as the situation presents itself. A written request for deferral from the student will be required, including relevant supporting documentation. Requests for deferral received more than two weeks after the final day of the examination period will be denied. Refer to Section 5.8 of the Undergraduate Calendar for more information on University policies and procedures regarding deferrals - https://www.uregina.ca/student/registrar/publications/undergraduate-calendar/current.html. Refer to the following Registrar’s Office website for guidance on exam invigilation http://www.uregina.ca/student/registrar/faculty-staff/exam-invigilator-guides.html.
Probation and Discontinuance
CCE follows the University guidelines for academic performance regulations as outlined in Undergraduate Calendar, Section 5.13. Refer to Section 5.10 for definitions of GPAs (https://www.uregina.ca/student/registrar/publications/undergraduate-calendar/current.html). Students’ academic performance is evaluated following each semester; the Spring and Summer terms are treated as a single semester. When RTDs and MWs are assessed, they are effective immediately. The Academic Probation and RTD and MW letters will state the deadlines for appeals. Appeals received by the deadline are heard within the term; late appeals will not be heard. When evaluating academic performance, a minimum UGPA of 60% is required for graduation for all undergraduate degree programs. Students who have voluntarily sat out a period of not less than six consecutive terms should review the University’s Undergraduate Calendar, Section 5.13.6.8, for details on the Fresh Start Program in order to have previously failed courses discounted when their academic performance is evaluated. In each semester that a student is on Academic Probation, the student will have to meet with a Program Advisor before being able to register for classes and may be prevented from taking certain courses. Students who have been required to discontinue (RTD) or required to withdraw from University (MW) must petition for readmission. The decision of CCE is final in cases of application for admission and readmission. Further conditions may be placed on students who are readmitted on appeal.
Recognition of Prior Learning (PLAR) and Transfer Credit
The Career and Professional Development Division facilitates PLAR for the University of Regina. Students may contact Student and Instructor Services (Credit) for more information. In addition, please refer to:
Prior Learning and Recognition, and
Transfer Credit at the University
ESL’s Academic Policies
Please refer to ESL Program Policies and Rules Manual for comprehensive information about the ESL Program, tuition, withdrawing and dropping from the Regular Program, attendance, grade reassessment, academic accommodation, academic performance, misconduct, etc..
CCE’s Professional Certificates and Seminars (non-credit)
Students must attend a minimum of 80% of each seminar day to receive a completion letter at the end of each seminar. Non-attendance does not constitute withdrawal.
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Special Needs Accommodation University policy states that “the intent of the accommodation is to allow students with special needs to be evaluated fairly without compromising academic standards.” Part of this policy states that “Faculties are expected to develop procedures for implementing this policy which are consistent with their internal goals and needs.” Please refer to the “Procedures for Special Needs Accommodations for Students with Disabilities” in the Appendices of this Handbook to read the full Special Needs procedure developed for CCE. It is important that teaching staff encourage special needs students to seek assistance in accommodating their disabilities, but in a manner that preserves the privacy of the student. As such, all teaching staff are required to attach to their course syllabi a statement along the lines of: “Any student with a disability who may need accommodations should discuss these with the course instructor, and contact Student Accessibility Coordinator at the Student Success Centre (306-585-4631).
Travel & Fieldwork Safety Policy The University of Regina is committed to providing a safe and healthy work and learning environment for all members of the University community. This commitment for safety extends to travel and fieldwork activities for both credit and non-credit related activities and while on University business such as sanctioned learning experience, research activities, or operational activities. Please refer to the University’s Travel and Fieldwork Safety Policy for a framework on accessing and mitigating travel and fieldwork related risks. For Staff Travel please read the Travel Authorization and Insurance listing under the Employee Related Procedures section in this Handbook.
Employee Related Procedures Conflict of Interest/Commitment and Declaration of Confidentiality The University encourages members’ involvement in the community and in outside professional activities compatible with the University’s mission, values, and commitments. The University also respects members’ right to privacy in their personal activities. It has no interest in interfering with members’ activities as long as the activities do not conflict or interfere with their obligations to the University. Occasionally, however, a member’s personal interests will conflict or will be perceived to conflict with the University’s interests. The conflict does not mean the member has done anything wrong, but to protect its reputation and the integrity of its programs and services, the University will assess the matter to determine if a conflict or potential conflict exists, and if so, how it may be eliminated or managed. Please refer to the following policies for compliance with this directive:
Conflict of Interest and Conflict of Commitment (GOV-022-010)
Freedom of Information and Protection of Privacy (GOV-060-005)
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Recruitment
Representative Workforce Commitment
The University of Regina's commitment statement is as follows:
The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University's employment equity categories of women, persons with disabilities, members of visible minorities, aboriginal persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.
The process of screening applicants based on qualifications will not change. The premise of the best candidate for the job still applies and all candidates must be screened on the same criteria. If members of a diversity group meet the qualifications, we strongly encourage you to interview those applicants. As with all staffing decision, your actions must adhere to the principle of being fair, legal, transparent and defensible.
Staff Allocation
When a vacancy arises through retirement, resignation, leave of absence, or when a new position is considered, the (re)allocation of that position is determined by CCE’s Director after consultation with the program or unit affected, the University’s Budget Advisory Committee, and the Vice-President (Academic).
Requests from staffing adjustments within the units/programming area are typically raised during the budgetary discussions held between CCE’s Director and the appropriate unit Head. Unanticipated staffing requests are raised by the Direct Reports to CCE’s Director during their 1:1 Report meetings.
Academic / Faculty Recruitment Procedures
Academic Hiring Policy
Authority to approve the following academic appointments on behalf of the Board is delegated to the President. The President has delegated as follows:
1. Faculty appointments which do not result in more than three consecutive years of employment in an academic position at the University of Regina are delegated to the deans.
2. Academic appointments to term positions of four or five years, or the renewal of an existing term appointment beyond three years are delegated to the Vice-President (Academic).
3. Adjunct and Associate appointments are delegated to the deans. 4. Appointment of department and program heads is delegated to the Vice-President (Academic). 5. Appointment of sessionals is delegated to the deans (i.e. CCE’s Director). 6. Delegation of Out-of-Scope appointments is described in Policies – EMP-010-030 and EMP-030-
005.
Definitions
There are two types of appointments for ESL instructors:
A tenure-track appointment is normally for a period of two years when an academic staff member is first appointed and may thereafter be renewed annually until tenure is decided. The period during which an academic staff member holds a tenure-track appointment is referred to as the probationary period. An appointment with tenure (also referred to as a “tenured
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appointment”) shall continue indefinitely until the member retires, resigns, is dismissed for cause, or whose employment is discontinued due to the University’s financial exigency. An application to fill or create a base-budgeted instructor position is typically made as part of the annual budget process as for permanent faculty positions. Approval from the office of the Vice-President (Academic) is necessary.
A limited term appointment of between 1 and 3 years which does not lead to consideration for
an appointment without term.
Limited term instructor appointments would typically be made in response to:
Market conditions;
Fluctuation in anticipated enrolment numbers;
Temporary teaching needs such as leave replacement, or transition to new programming or a new teaching scheduling.
Assuming positions are available, and given that such positions are funded by the unit on soft money, it can be expected that all hiring requests for such positions will be approved. Requests should be made in the budget submission of the year in which the position will be filled. Requests will also be considered throughout the year in response to unanticipated needs. Approval from the office of the Vice-President (Academic) is necessary in order to maintain an accurate count of filled instructor positions.
Appointment letters must clearly specify the nature of the appointment being made.
Note: ESL Faculty members will not accept any teaching duties outside of programming unit without the prior approval of the ESL’s Director. Approval shall be sought no later than one month before the start of the relevant semester.
Hiring of ESL Instructors
Appointments to tenure-track academic positions within ESL are made by the President and Board of Governors on the recommendation of CCE’s Director. Appointments to term positions of up to three years’ duration are made by the Director of CCE. In both cases, after the completion of the recruitment process, the ESL’s Director recommends candidates to the Director of CCE. The Director of CCE may accept or reject the program area’s recommendation. In the latter case, the Director of CCE will meet with the Director of ESL to discuss next steps. The Centre for Continuing Education’s ESL Program has successfully obtained Languages Canada accreditation. In order to maintain this certification, and support the goal of excellence in ESL teaching at the University of Regina, all new tenure-track and term faculty hires in ESL will be required to be certified at Level 2 of TESL Canada (or equivalent) or by TESL Saskatchewan accreditation (or equivalent). In accordance with the URFA Academic Collective Agreement, ESL’s program area has developed guidelines setting out the procedures to be followed in recommending candidates for academic appointments: 1. Approval for search sought and granted. 2. After consultation with the Director of CCE, the Director of ESL strikes a Search Committee unit
in accordance with the unit’s search procedures. This Search Committee will be composed of the Director of ESL as Chair, one full time instructor appointed by ESL’s Director, 2 full-time
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instructors elected by their peers, 1 staff member of CCE, and one member from the Faculty of Education.
3. All members of the unit will be informed of the search and the membership of the Search Committee once it is established. Sessional Lecturers will be informed in writing by ESL’s Director.
4. The Search Committee prepares the ad describing the position to be filled and identifies the closing date for applications. HR reviews the ad with particular emphasis on wording to meet equity and immigration requirements. The HR Advertising Policy governs advertising for Faculty Positions.
5. The Search Committee will undertake a pro-active search in which candidates are sought. Special efforts will be made to seek candidates from the four equity groups. The university equity officer may be asked to advise the Committee. The Committee will be specifically instructed to seek candidates from the four equity groups.
6. Each short-listed candidate will be interviewed by the Search Committee and assessed for both teaching expertise in the ESL field and expertise in second language acquisition. This will include: a. Interview questions that address teaching and expertise in second language acquisition, and b. Submission of pertinent supporting materials.
7. As part of the interview, candidates may be required to give an oral presentation to the Search Committee on a topic assigned by the Committee. The Committee may also request written submissions.
8. Search Committee completes the Academic Appointment Form and Recruitment Selection Report - both are available from the HR Form's Recruitment and Employment website.
9. The Academic Appointment Form clearly states that current CVs, official transcripts and at least 3 Letters of Reference are to be attached along with the completed Recruitment Selection Report. The Recruitment Selection Report requires that the full selection process is to be recorded and states that copies of advertisements are to be attached.
10. The "appointment package" is forwarded to CCE’s Director along with the Search Committee's recommendation for candidate selection.
11. CCE’s Director having determined the preferred candidate will discuss with the Vice-President (Academic) the candidate, the salary and any special circumstances regarding the appointment.
12. Reference checking will be undertaken by the Director or Chair of the Search Committee. 13. CCE’s Director will then communicate with the preferred candidate. Once negotiations are
complete the candidate will be asked to arrange for the submission of official transcripts to HR. These must be submitted prior to the start date of the appointment.
14. Final selection of the successful candidate is determined and depending on the length of term the Director of CCE or the VP (Academics) approves the appointment. a. On approval of the Vice-President (Academic), the appointment package is forwarded to HR
for processing. A recommendation is then taken via the President’s Advisory Group on Faculty Appointments (PAGFA) to the President. HR ensures a full appointment package is available. If approved, the President and Director of CCE sign the offer of employment letter. It will include a date by which the offer, if not accepted, will be withdrawn.
b. On approval of the Director, the appointment package is forwarded to HR for processing. HR ensures a full appointment package is available. Then the Director signs and issues the offer of employment letter to the selected candidate(s). It will include a date by which the offer, if not accepted, will be withdrawn. This letter is copied to the unit and to HR.
15. On receipt by HR of the signed acceptance from the candidate and once all conditions of the appointment have been met, HR will: a. Distribute the courtesy copies of the signed letter of acceptance to CCE’s Director, ESL’s
Director, URFA and Financial Services. b. Update the hiring report c. Undertakes all other appointment steps.
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Hiring of Sessional Lecturers
In accordance to the URFA Academic Collective Agreement all academic units will have written procedures for making recommendations for and appointments of sessionals, and those will be updated every third year following consultation in committee. A copy of the procedures is provided to the Faculty Association and, upon request, to anyone applying for a sessional position in the academic unit. Within CCE, we have two programming areas that hire sessional lecturers directly, English as a Second Language Program (ESL) and Career and Professional Development (CPD). Our Flexible Learning Division provides administrative support to the Faculties for the hiring of sessional lecturers for online, LIVE, evening and weekend, spring/summer, early mornings offerings, plus those in Regional Colleges. A copy of the procedures are affixed to this Handbook and are available from ESL’s or FLD’s General Office, SIS (credit), and CCE’s Director’s Office. Sessional appointment letters shall indicate the conditions for compensation to the member should the course in question be cancelled. See URFA Academic Collective Agreement Article 12.8 for further details. . All of CCE’s sessional appointment letters are signed off by CCE’s Director.
Hiring of Senior Management Team
Unit/program heads are responsible to CCE’s Director for the satisfactory performance of the work of their unit and to provide general supervision over and direction for their unit. As such senior managers are appointed in writing by the University upon the recommendation of the CCE’s Director. It is the responsibility of the CCE’s Director to establish a Search Advisory Committee for the initial appointment.
APT appointments are made for an indefinite period of service once the incumbent has successfully completed their first-year probationary period. The University may make an acting appointment for a period upon the recommendation of the CCE’s Director.
After successful completion of a one-year probationary period Out-of-Scope Administrative positions may hold an ongoing appointment. As a non-unionized position continuation of service is dependent on the member’s performance, availability of funds, and the needs of the unit.
For OOS members holding an academic position within the University, an Out-of-Scope Academic Administrative appointment can be made for a period of 5-years. During the penultimate year of an academic’s out-of-scope administrative term, the Centre’s Director and the individual will meet. If the two agree that a subsequent term can be considered the Centre’s Director will initiate the renewal process.
On occasion, an employee may be appointed to an out-of-scope position in an acting capacity. For such appointments of less than six weeks there will be no additional compensation. For appointments of more than six weeks, a salary will be negotiated, and APEA and research funding (where applicable) will be pro-rated.
For the related policy refer to – Out-of-Scope Academic Administrative Appointments – EMP-010-030.
Hiring of Administrative Support Staff (APT/ CUPE) within the Units
APT and CUPE members are appointed in writing by the University upon the recommendation of the hiring manager within that unit. The hiring manager is responsible for establishing a Search Advisory Committee. CCE’s Director shall be copied on all appointment letters.
In circumstances where the University has assigned an APT member to undertake another position, or a substantial portion of the duties of another position, for a limited time it is not to exceed 6 months. If
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the temporary position is for twenty-eight or fewer calendar days, there shall be no adjustment in the APT member's pay. If the temporary position is for a period of more than twenty-eight calendar days, the APT member's salary shall be adjusted from the date of reassignment – see the URFA APT Collective Agreement, Article 10.6 for salary adjustment details.
A CUPE employee expected to perform temporarily the duties of a job in a higher phase will be assigned those duties in writing by the unit head/SMT member and additional compensation will be provided. Please refer to the: - CUPE 5971 Collective Agreement, Article 8 for Vacancies and Article 11.5 for salary details.
Employment verses Contracted Services
Definitions
Contract of Service (employment):
Is an arrangement whereby an individual (employee) agrees to work on a full-time or part-time basis for the other party to the contract (employer) for either a specified or indeterminate period of time;
Under such a contract, one party serves another in return for a salary or some other form of remuneration.
Contract for Service (business/self-employment):
Is an arrangement whereby one party agrees to perform certain specific work stipulated in the contract for another party. It usually calls for the accomplishment of a clearly defined task, but does not normally require that the contracting party do anything himself.
Specifics
Please refer to the following policies for further details. Procedures for Appointing Sessionals and Contracting Out Employment vs Contracted Services
Identification Card
The Photo ID cards are an employee’s permanent University of Regina identification, which interacts with building access/library/dining/other services around the campus. The first ID is issued at no charge. A member will be charged a fee to replace a lost card. The U of R photo ID Office is located at the Registrar’s Office, Room 210, in the Administration Humanities Building.
Keys
Although the University’s campus is considered public space access to individual offices and specific locations (e.g. labs, mechanical rooms, etc.) may be restricted. During your orientation session your supervisor should provide you with the necessary keys required of your position. If you should lose or misplace your keys please notify your supervisor immediately. Note, campus building exterior door keys are typically not issued to individuals as it is an expectation that employees will access the campus only during operational hours. If there is a need to be on the premises outside those hours prior approval and accommodation for such should be sought from your supervisor. In an emergency, contact Campus Security to gain access but be prepared to show your employee identification card.
Moving Expenses
At the time of appointment, the University will assist new faculty members (excluding sessionals) and administrative staff with the cost of relocation of residence or travel to the Regina area (unless the individual already resides within 50 kilometers of the University). The amount of the allowance to be paid is stipulated in the appointment letter.
In the event that an individual resigns within two years of the start of the appointment, the University requires that a pro-rated amount of the allowance be repaid.
For further details please refer to the University’s policy: Moving Expenses – EMP-010-20.
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Parking Information
All parking on campus is paid parking. Revenue generated from “user pay” fees provides the funding for parking operations, infrastructure construction & maintenance and related parking infrastructure expenses. Several parking options are available to employees, depending who they are and what your parking needs are. Please contact Parking Services (585-5555) and/or refer to their website – http://www.uregina.ca/fm/parking/.
Performance Review The review of the performance of all staff members will be carried out in accordance with the provisions of the appropriate Collective Agreement for unionized positions and within University policies for Out-of-Scope personnel as noted below. Even members holding term positions, of one year or more, undergo a performance review. For further details please refer to the appropriate Employment Agreements articles. To obtain the various Performance Review Forms see Human Resources’ “Forms” website. In addition, at this time the member is to complete and sign off on the Conflict of Interest, Conflict of Commitment, and Confidentiality Declaration. The completed form is then turned into their supervisor along with their submitted annual performance review documentation. The supervisor will ensure the completed Declaration is forwarded to CCE’s Director’s Office for final review and processing.
Out-of-Scope (OOS)
The University's Out-of-Scope (OOS) group includes management and administrative positions that are not part of a collective bargaining unit.
For each OOS employee, an annual performance evaluation is undertaken for the review period runs from May 1st to April 30th. The member is required to submit their completed review form to CCE’s Director by May 15th. The Director shall meet with the OOS member to discuss their evaluation. The individual’s ranking within the rating scale is in accordance with a pay for performance management system. For further details please refer to: Compensation for Out-of-Scope Employees – (EMP-030-005).
University of Regina Faculty Association
The University of Regina Faculty Association represents the Academic Staff bargaining unit (all academic ranks, instructors and sessional lecturers, laboratory instructors and librarians) and the Administrative, Professional and Technical (APT) bargaining unit.
Academic Staff
URFA Academic Collective Agreement Article governing reviews include: - Article 17 – Performance Reviews outlines the schedule and process for the reviews; - Article 17.9 – Letters of Reference indicates Instructors applying for tenure may ask to forego the use of letters of reference and such requires shall not be denied unreasonably; - Article 18 – Career-Progress Decisions concern increments, merit, promotions, renewal of tenure-track appointments, and granting of appointments with tenure; and - Appendix D provides the Timelines for submission of applications for sabbatical, promotion, merit, and tenure, and for submission of documentation for annual performance reviews.
ESL Instructors: 1) Academic member’s reviews incorporates two forms - The “Annual Performance Review Form”
where in Page 1 is completed Human Resources and sent to CCE’s Director’s Office, which in turn sends it to the ESL Program unit for distribution to their Instructors. The members are required to
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review that form, note any corrections or omissions and this submits that form with their completed “Annual Information Form” and other required and supporting documentation to ESL’s Director as per the timeline noted in Appendix D of the Collective Agreement. a. Inclusion of current curriculum vitae is required of all Academic members being reviewed. b. Aggregated and summarized data from student course/instructor evaluations developed
pursuant to Collective Agreement Article 17.18 and form part of the official file pursuant to Article 10.7.
c. The academic staff member is responsible for providing the relevant information and documentation for the review. The member may append to the Annual Information Form any related additional information.
2) Pages 2, 3 and 4 of the Annual Performance Review Form is completed by the ESL Director as the Initial Reviewer and married up to Page 1 of the Annual Performance Review Form and other documentation submitted by the member. Page 4 of the Annual Performance Review form is the recommendation notation page and sign off page for all stages of the review. Once the ESL Director has completed their initial evaluation they meet and discuss the assessment with the member. The member then signs off on the form and if they so wish may attach additional information to the review packet before it is forwarded to the CCE’s Director’s Office in preparation for consideration by the ESL Peer Review Committee.
In addition CCE’s Director, in consultation with the ESL’s Academic Committee, established a Criteria Document for ESL Instructors as required by the URFA Academic Staff Collective Agreement. This document elaborates on the Collective Agreement’s principles on which the member’s performance will be judged and provides the grounds by which the Initial Reviewer (ESL’s Director) and the ESL Peer Review Committee form their recommendations regarding the awarding of merit, promotion, and tenure to CCE’s Director. In the case of tenure-track instructors, the ESL Peer Review Committee shall provide a written recommendation on renewal of the appointment, the rationale for its recommendation, comments on the member’s performance, and suggestions to the member on steps to be taken for progress towards tenure and/or promotion. This document will become part of the member’s permanent file. The period to be reviewed terminates on December 31st. Career decisions shall focus on the period under review. When an academic staff member is applying for promotion, or applying for, or being considered for
an appointment with tenure, the performance review shall cover the member’s entire career. When a member is applying for merit, the performance review shall cover the period since the last
merit was received or, if the member has never received merit, since their initial appointment. Performance reviews may refer to issues raised with a member in the previous performance review
and evaluate how the member has addressed these issues during the period since that review. Instructors who, considering their present category, rank, and duties, demonstrate exceptional performance or sustained performance that is well above average, as defined in the Criteria Document, may ask to be considered for merit. The Initial Reviewer and/or the Peer Review Committee may recommend an instructor for a merit, whether or not the member has applied for a merit. Tenure-track appointments shall be renewed when academic staff members have performed their duties in a satisfactory manner and it is deemed that they should be given a further opportunity to progress towards a tenured appointment. Instructor shall be granted an appointment with tenure when there is evidence of consistent performance that has met the standards for their category and rank of appointment through the probationary period and where there is promise of future contributions that will enhance the academic reputation of the University.
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All career-progress decisions are made by CCE’s Director however decisions on renewal of tenure-track appointments or granting of tenure require the approval of the Board of Governors or its delegate. The Criteria Document for ESL Instructors can be obtained from the ESL General Office, as an appendix to this Handbook, and is accessible from the University’s network drive under: T:\cce\common\Policies & Procedures. That document is updated from time to time. The process to be followed for submission of performance review materials and for merit or tenure applications is outlined in the document Guideline – Submission for ESL’s Faculty Performance Review also located under: T:\cce\common\Policies & Procedures.
APT
URFA APT Collective Agreement Articles related to Reviews include Article 8.8 for Probation Reviews and Article 11 for annual Performance Appraisals. Permanent and term APT positions are assessed annually. The purpose of the performance appraisal is to provide the APT member with an honest and fair assessment of their performance in relation to the Job Evaluation Questionnaire (JEQ) and the agreed upon goals established for the period under review. Annually, prior to May 1st, the APT member shall be provided by Human Resources with an appropriate form on which to record the member's activities and achievements over the previous twelve-month period ending April 30th. The form shall be completed and submitted to their Division Head/Unit Manager by May 15th. This supervisor will provide their input and in discussion with the member set goals for the upcoming year. The supervisor and member will then sign off on the form and forward it to the appropriate Out-of-Scope Head for review, for further discussion with the member if so desired by the member and/or if OOS wishes or deems that some aspects of the performance has been less than satisfactory, and for sign off on the review. Completed original signed forms are to be returned to the Human Resource Department by mid-June, with a copy retained in CCE’s Director’s Office.
CUPE 5791
The CUPE 5791 Collective Agreement covers administrative, operational, and library support employees, facility operations and security employees, and the trades, scientific and technical support employee groups.
An incremental adjustment of wages will be provided annually, each January 1st, to recognize growth in proficiency and a satisfactory level of performance. Employee’s performance will be evaluated on an annual basis with the review period being Jan 1st – Dec 31st. Refer to Collective Agreement, Article 11.3 regarding the annual Increment and Article 9 for Probationary and Assessment Periods. The member is required to complete the CUPE 5791 Annual Performance Review form, including setting goals for the upcoming year, and then submit it to their supervisor. The supervisor formally assesses the results of the employee goals set for the year under review and completes their evaluation. The member and supervisor meet to discuss the appraisal and both sign off on the evaluation form. The original is forwarded to Human Resources by December 15th and a copy is sent to CCE’s Director’s Office.
CUPE 2419
Students employed to provide teaching and research assistance within the University are covered under the CUPE 2419 Collective Agreement. Evaluation of performance, including feedback, coaching, and discussion, is an important responsibility of the supervisor of an employee. Supervisors may comment verbally or in writing about good performance or about areas where improvements should be made. Upon request of the supervisor or the employee, a written performance evaluation will be prepared and discussed with the employee. Copies of the written
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evaluation will be provided to the employee, and forwarded to the personnel file in Human Resources and to CUPE 2419. Further details regarding performance assessment can be found under Collective Agreement, Article 13.4 and Article 21.4 and 22.6.
Leave
Approval and Record Keeping
Strategic Management Team (SMT) members who will be absent from campus, on vacation or other approved absences, are to make appropriate arrangements with CCE’s Director prior to departure and confirm them in writing - indicating the period of absence and who they will place in charge of their unit during their absence.
It is the responsibility of unit Heads to keep accurate records of vacation use and entitlement for their reporting staff.
CUPE, APT, and OOS members are required to track days off for illness, medical appointments, dental appointments, and personal leave through a web-based tracking system. This process is referred to as “Web Time Card” submission and can be accessed at: http://www.uregina.ca/is/staff/webtimecard.html. See the section on Time Cards for further details.
Education - Benefits, Development, & Leave
Please refer to the appropriate Employment Agreement: URFA Academic Faculty – see Article 23 URFA Administrative, Professional and Technical (APT) – see Article 22 CUPE 5791 – see Article 15.4 and for training related to Occupational Health and Safety see Article 20
Leaves of Absence
Staff members seeking a leave of absence (excluding vacation), in accordance with terms specified in the Collective Agreements for the various types of leave, must present their request initially through their supervisor/unit Head. The unit Head will determine the operational impact if such a request were granted and forward the member’s request along with their recommendation to CCE’s Director for final decision.
Sabbaticals
Applications are to be submitted to CCE’s Director, thought ESL’s Director no later than October 1st in the year prior to the commencement of leave (for example, by 1 October 2010 for sabbaticals beginning in July 2011 or January 2012). It is assumed Academic staff members use a prorated portion of annual vacation during sabbatical. If received, sabbatical research grants are deducted from normal sabbatical salary. See URFA Faculty Collective Agreement for complete details.
Vacation
Those members seeking vacation are to make appropriate arrangements with their supervisor and confirm them in writing well in advance of the proposed absence. It is the responsibility of supervisors/unit Heads to keep accurate records of vacation use and entitlement on their reporting staff. CUPE 5791, URFA – APT, and Out of Scope absences (vacation, sick leave, schedules days off, and time
off in lieu) is tracked over a set pay period through the UR Self-Serve software program accessible from: https://banner.uregina.ca/prod/sct/twbkwbis.P_WWWLogin
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Direct reports (Program/Unit Heads) to CCE’s Director must seek approval for scheduled absences well in advance of the intended nonattendance. Their request must note the duration of absence, reason for the absence (e.g. vacation, scheduled days off, time off in lieu, conference attendance, etc.) and indicate who will be placed in-charge of their unit during their absence.
Within ESL, Faculty members (sessionals and instructors) must submit a vacation request form to ESL’s Academic & Program Co-ordinator well in advance of any desired time off with approval dependent on leave entitlements and the operational needs of the unit. This form is accessible from the network under: T:\cce\esl\Processes. o With confirmation of CCE’s Director, where all vacation credits were not used in advance of
termination, the balance will be paid out to the Faculty member however the maximum amount of payout shall be limited to the current year’s entitlement.
Vacation Carry-Over: o Member’s requesting a carry-over of vacation days from one leave entitlement period to the next
must include an explanation as to why they could not take their vacation entitlement in the allocated year. The supervisor will then add any comments they may have and then send those notes along with the member's Entitlement Record (original) to the appropriate OOS member for consideration.
APT members have the right to carry over up to 5 days’ vacation entitlement from one year to the next without prior approval however any additional carry over requires written permission of the OOS Head. The APT member then must use all of the entitlement in the year in which vacation is carried forward.
CUPE and Academic Staff must seek OOS approval for any amount of carry-over. Likewise approval of vacation carry-over involving OOS personnel must also be sought from CCE’s Director.
Banked Days/Schedule Days Off: o CUPE 5791 Float/Banked Days and APT/OOS Schedule Days off cannot be carried over (use it or lose
it as per CUPE - Article 23.1.1 Item 10, APT - Article 10.4, and OOS - UofR P&P EMP-030-005).
Please refer to the Collective Agreements for further details. For OOS please refer to the University’s Policies and Procedures - Compensation for Out-of-Scope Employees.
Parking
All parking on campus is paid parking. Several parking options are available to employees, including payroll deduction to cover parking permit fees. Please contact Parking Services at 306-585-5555 to discuss which option is best for you.
Personal Property and Insurance
The University covers a number of insurance policies to cover possible losses. The University’s General Liability Policy provides general liability coverage for employees while acting on behalf of the University.
The Property Insurance policy provides coverage for all University owned assets at their replacement cost. The policy only covers University owned assets and un-owned assets of other entities which are placed in the care and control of the University. The policy does not cover personal possessions of faculty, staff, students or other individuals.
Individuals who store Non University Owned Data on the University system do so at their own risk. If an incident occurs resulting in the loss of data, individuals who have not backed up their Non University Owned Data may lose that data.
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For further details please refer to: Limitation of Liability for Non University Owned Data (OPS-080-025) Insurance Coverage (OPS-060-005) Travel Insurance (EMP-050-010) For Insurance information in general refer to - http://www.uregina.ca/fs/employees/insurance.html
Professional Development and Education Employee Funding Sources
Professional Development flows from an ongoing commitment to ensure that an employee’s skills and ability to do their job are always relevant and up to date. To assist employees in maintaining their skill set several avenues for financial support are available to those who qualify:
Tuition Reimbursement through the Collective Agreements: o CUPE 5791 - Article 15.4.2 and 15.4.3 o URFA APT – Article 22.3 and 22.4 o URFA Academic Members – Article 23.8
The University’s Human Resource and Information Services have implemented an automate reimbursement process by completing a web-based Tuition Reimbursement Request Form through UR Self-Service, under Faculty & Staff - https://banner.uregina.ca/prod/sct/twbkwbis.P_WWWLogin.
Once the form is complete, the supervisor receives an email notification that a tuition reimbursement request has been completed. The email will have a link to Banner Workflow where the supervisor can then approve or disapprove the request. The form will then flow to Human Resources for final approval. Depending on the type of course, the form will continue on to either Financial Service or the Centre for Continuing Education to apply the tuition reimbursement to the employee's account.
CCE’s Professional Development & Travel Fund – CUPE 5791, APT, and ESL Instructors who have completed at least 6 months of employment with the Centre may apply for financial assistance from this funding source. The application form is accessible from the network drive: T://CCE/common/forms and selection is at the discretion of the Director’s Office as per the stated guidelines (page two of the application form)
ESL Sessional Lecturers who teach a minimum of two semesters a year are eligible to apply to ESL’s Professional Development Sessional Funding Committee for assistance. Further information can be obtained from ESL’s General Office staff.
Family Tuition Scholarship Fund
The University has established and maintains a Family Tuition Scholarship Fund to which immediate family members (spouse or partner and eligible dependents) of staff members who qualify for this benefit may apply in accordance to the appropriate Collective Agreement. The Family Tuition Scholarship Fund is administered by the University. Scholarships are awarded to those family members who meet the standards for undergraduate and graduate scholarships at the University of Regina, as defined in the University Calendars, with $500 being awarded per scholarship to family members per semester to a maximum payment per family member of $1,000 per year.
Reimbursement
Claims
To ensure quick and accurate processing of your claims, please ensure that: Claim items are reported in as much detail as possible. For instance, when claiming for books, actual
book titles must be supplied; for restaurant receipts the name of those entertained and reason for
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the entertainment must be noted; or when making per diem claims, a list should be provided indicating the specific days and meals at issue. If precise details are not available for a given bulk claim, the form should be accompanied by a short memo explaining the nature of the claim as closely as possible.
Completed claims, along with any supporting documentation, are then checked by the appropriate supervisory departmental staff to ensure that they conform to University’s and Centre’s guidelines, are appropriately explained and documented, and are being drawn from the correct fund(s). The supervisor then signs off on the claim to indicate that the expenses being claimed are legitimate and suitable. All reimbursement claims should be forwarded to CCE’s Central Business Services for final review prior to being submitted to Financial Services for reimbursement.
The Claim form can be found at: http://www.uregina.ca/fs/forms/index.html
APEA and other Allowable Expenses
Employees who are members of the URFA Academic Staff or Administrative, Professional and Technical Employees (APT) and certain out-of-scope employees receive an Accountable Professional Expense Account (APEA). These accounts are awarded based on the collective agreements and the annual allowance amounts can be found in those respective agreements. APEA funds may be used for expenditures related to the pursuit of members’ teaching, research, professional, or general University activities such as attending conferences and seminars, paying for professional membership fees, consumables, entertainment, furniture, equipment, etc. For general information regarding allowable usage visit Financial Services APEA webpage and APEA Frequently Asked Questions. For related points of interest please refer to:
CCE’s Spending Policy - T:\cce\common\Policies & Procedures\CCE Policy – CCE-OPS-001-Spending Policy
UR’s Policy: Expenses – General – (EMP-060-006)
Travel - Authorization and Insurance
Before any travel takes place, a Travel Authorization Request/Risk Assessment Form must be completed by the member, signed by their direct supervisor (unit head or the Director), and received in Financial Services. The completed form signifies that the travel has indeed been approved and specifies the amount of funding approved, if applicable. If Financial Services has received the approved form prior to commencement of travel, the traveler is covered by the University of Regina’s Travel Insurance. Note: If you decide to tag vacation days to a University business trip, the vacation period is not covered by the University’s insurance. For further details regarding travel and allowable expenses please refer to
University Travel Policy - EMP-050-005.
Resignation and Retirement It is advisable for an employee to notify the University’s Human Resources department when they contemplating resignation or retirement to ensure compliance with contract terms and conditions with respect to length of notice. In addition, the date of discharge may impact leave entitlements, pensions, and benefits. All employees should undergo an exit interview with their supervisor, including completion of an Exit Checklist.
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Respectful Workplace
The University of Regina is committed to fostering a collegial and inclusive environment, in which every member of the University community is able to work and study productively, pursuing his or her goals in a climate of respect, free from harassment and discrimination. Building on a strong historical foundation of policies to prevent harassment and discrimination, the Respectful University Policy takes a positive, pro-active approach to the prevention of discrimination, discriminatory harassment and personal harassment. To champion and support a respectful work and learning environment, administer the policy and assist faculty, staff and students to resolve concerns and complaints, the University has dedicated the services of the Consultant and the resources of the Respectful Workplace Services office (#306-585-5400). The services provided are complemented by a wide range of other resources available to students, staff and faculty.
Secondments
Occasionally it is beneficial to the unit and the member for the member to be seconded to a position outside his or hers own unit or programming area.
According to URFA (Faculty & APT) Collective Agreement, the University may, with a member’s consent, arrange for the secondment of the services of that member to another department within the University or to another employer. The terms of the secondment shall be made known to the member concerned prior to seeking such consent. The Faculty Association, CCE’s Director, and other appropriate persons will be provided with a copy of the agreement. Members must consult with the CCE’s Director before secondments are arranged.
For relative URFA Collective Agreement articles see Article 4.3 for Academic members and for APT members see Articles 10.11 and 10.12. In addition to the URFA Collective Agreements the University’s Secondment Policy 20.35.30 should be referenced.
Time Cards
Effective January 1, 2018, the University moved to a new bi-weekly payroll cycle. On a bi-weekly cycle there are 26 pay days per calendar year. Hourly employees will be paid for hours worked during the two week period. Salaried employees will be paid based on the number of normal working days in the pay period. A full bi-weekly pay period consists of 10 working days and equates to 1/26th of annual salary. Most months will have two pay days and twice per year there are three pay days within a month.
As permanent and term employees are paid a salary it is expected that employees will report to work as per their assigned schedule. Hours of work for Casual staff should be noted in their appointment letter. Salaried CUPE, APT, and OOS members are required are required to report “exceptions” such as illness, medical appointments, dental appointments, and personal leave through a tracking system accessed through UR Self-Service. Prior supervisory approval is required for scheduled absences. Faculty members do not submit time cards however they do need to follow their programming/unit and Collective Agreement processes for requesting time off.
All staff are automatically given a UR Self-Service account and personal identification number (PIN). You will need your employee identification number to login. If you do not know your PIN, click HELP on the login page. If you do not know your employee ID number, please see your supervisor/manager.
Workplace Accommodation
It is the employee’s responsibility to communicate any known accommodation needs to their supervisor and/or to the University’s Human Resources’ Healthy Workplace Advisor. Please refer to UR’s Policy Workplace Accommodation for Employees with Medical Disabilities - EMP-080-005 for further details.
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Health and Safety Procedures It is the responsibility of the entire University community to foster a strong culture of safety on campus. Everyone on campus has a part to play in the prevention of and response to emergencies. Emergencies, disasters, accidents and injuries can occur any time and without warning. Being prepared physically as well as psychologically to handle emergencies is an individual as well as an organizational responsibility. The University of Regina has established emergency procedures to follow so that the effect of emergencies can be minimized. Your safety is of primary importance. The more you are prepared, the better you can act and minimize panic or confusion when an emergency occurs. No matter what the crisis, THINK before you ACT, then act swiftly to minimize your exposure to danger. Please read the following information thoroughly before an emergency occurs and become acquainted with the documentation noted. For off-hour assistance (evenings, weekends, stat holidays) for mishaps such as incident/accident reporting, being locked out of a classroom, forgotten office keys (ID required), facilities management/custodial issues, please contact Campus Security [Tel # (306) 585-4999] for further directions. At any time if it is an “emergency” call 911 and then if/when possible alert Campus Security.
Emergency Notification System (ENS) The University of Regina’s enhanced Emergency Notification System (ENS) is designed to ensure effective and timely warnings are delivered to faculty, staff, students and visitors to campus in the event of a life threatening situation when people must take immediate action to stay safe on campus. The ENS leverages existing infrastructure, such as computer monitors and television screens across the main and College Avenue campuses, to display emergency messaging through a system called Alertus. The ENS is not linked to the Fire Alarm System and will not activate when the fire alarm sounds. Throughout common areas, classrooms, dormitories and other occupant spaces, Alertus Emergency Mass Notification wall-mounted beacons with integrated flash sounder signaling and message display, are installed to display emergency messaging. Alertus will also automatically push messages to other communication channels such as computers connected to the University of Regina Novell system. Note, the wall mounted notification system is not available at FNUniv nor at CCE’s other temporary leased spaces. However, the ENS notifications disseminated by way of the University’s networked computer system is active at all sites. Decisions to activate the ENS are made on a situation-by-situation basis by Campus Security. For further information regarding the University’s emergency preparedness initiative please refer to:
(GOV-100-017) Emergency Management
Emergency Plans and Guides - http://www.uregina.ca/emergency/plans-guides.html
Emergency Information - http://www.uregina.ca/emergency/index.html
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CCE’s Emergency Preparedness Protecting the health and safety of students, faculty, and staff is paramount and being prepared is an integral part of emergency management. As an employee of the University we all share this responsibility and are encouraged to take all reasonable measures to maximize their own safety and the safety of our students. Within CCE an Emergency Preparedness and Response Plan was developed which identifies essential staff that have been notified of their status and responsibilities in an emergency. This Plan is accessible to all CCE staff from the University’s network drive under: T:\cce\Emerg Info.
Emergency Building/Campus Evacuation In the event of a fire alarm sounding, everyone is to evacuate the building and the area immediately surrounding it (i.e. do not block entrances and/or roadways as emergency responders may need to access these routes). Employees are responsible for knowing the exits from locations in which they work/teach. Teaching staff are responsible to guide their students to these exits without delay should an alarm sound during class. After they have been evacuated because of an alarm, University buildings cannot be re-entered until permission has been given by the Fire Department/Chief Warden. All employees should become familiar with the details found in the University’s Employee Safety Orientation Guide. This guide and other helpful information can be found at the following link:
Emergency Plans and Guides - http://www.uregina.ca/emergency/plans-guides.html As CCE’s temporary swing space locations are located off-campus a modified quick reference sheet, Health, Safety & Emergency Preparedness Information for Staff at CCE Swing Spaces, was developed and is accessible from T:\cce\common\Local OH&S Minutes and as an appendix to this Handbook.
Ergonomic Assessments Ergonomics is the science of optimizing the design of work and workspace for human use. Incorrect use or adjustment of this equipment can lead to fatigue, stress and even injury in workers. The UofR’s Health, Safety, and Environment office offers many online training modules through UR Courses, free of charge, to assist you in making manual adjustments to your workstation setup. If after doing so you are still having trouble with the ergonomics of your workstation and/or your health care provider has requested such, you may contact HSE to request a workplace evaluation. Please take note, there is a difference between a workplace evaluation “recommendation” and a medical “accommodation”. If the member chooses to purchase specialized equipment using APEA funds then they should be aware: 1) If an employee leaves the unit and goes to another department the ergonomic equipment purchase with
the member’s APEA fund may go with them if they so choose. However, the employee is responsible for notifying the new department they plan to bring that equipment with them and it will be at the new department’s discretion as to whether they wish to cover the cost of the move. If NOT, it is the employee’s responsibility to pay for the move or move it themselves.
2) If an employee purchases a piece of ergonomic equipment that requires a current piece of furniture to be altered, the supervisor must first approve the purchase. However, the employee should be fully aware that if they were to leave the department they would have to leave the altered furniture and piece of ergonomic equipment in the department - the person would not be allowed to take it to a new department if they left. For example, it would be difficult to repair a desk that had a hole cut in it or a
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panel removed to house a sit/stand unit and make it look presentable; so it would make the most sense to keep that particular piece of equipment and desk together.
For further details please refer to: http://www.uregina.ca/hr/hse/health/ergonomics.html.
Incident & Accident Reporting Any incident that involves injury to a person or damage to property, or had the potential to do so, must be reported to the University’s Health, Safety & Environment (HSE) unit, within 24 hours of occurrence. The purpose of incident reporting and investigation is to prevent a recurrence of the hazardous condition causing the event. An Incident Report form must be completed for every incident, even if there were no injuries sustained. If the injured person is a student or visitor to Campus, the report form must still be completed. Injured employees must also notify their supervisor and if eligible complete a Workers’ Compensation Board (WCB) form. Safety concerns – anything you feel has the potential to cause harm to people, property or the environment - should also be reported utilizing the online Safety Concern Report. Reporting safety concerns and/or near misses helps prevent larger incidents from occurring. For mishaps occurring in the off-hours (evenings, weekends, stat holidays) such as incident/accident reporting, being locked out of a classroom, forgotten office keys (ID required), facilities management/care taker issues, please contact Campus Security [Tel # (306) 585-4999] for further directions. At any time if it is an “emergency” call 911 and then if/when possible alert Campus Security. Other related information:
What to do in the Event of a Loss/Insurance Claim – UR Policy 30.20.10
Injury & Illness Forms
Respectful Workplace & Learning Environment The University is committed to creating and maintaining an environment in which members of the University community can live, work, and learn in a collegial climate of mutual respect, free of harassment and discrimination. It is an expectation that everyone on campus - students, faculty and staff – will conduct themselves in a respectful manner. Prompt action and early resolution efforts initiated by the impacted employee or student can be very effective to stop inappropriate, disrespectful behaviour, reduce the risk of objectionable behaviour being repeated, or escalated to a more serious level of conflict. Employees and students may choose to handle the matter on their own, or with the support of a friend or colleague. They may choose to seek the assistance of a manager, professor, coach or other person in authority. They can also seek guidance (coaching) from the Coordinator, Respectful Workplace Services. For further information please refer to:
Respectful University – GOV-100-015
Workplace Accommodation for Employees with Medical Disabilities – EMP-080-005
Respectful Workplace Services – call 306-585-5400
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Safe Food Handling and Storage Practice It is acknowledged that staff/students/patrons may, on occasion, find it necessary to eat on the premises due to work/class schedules. However any person storing food for personal consumption and/or for client use shall ensure that food is stored in a manner that will prevent or minimize the risk of illness, poisoning or injury. Food brought onto the premises should be for immediate () use and properly stored.
Perishable foods - Shall not be stored on the premises for longer than a day or two; Non-perishable food products – for personal consumption: Shall not be stored on the premises
for longer than a week or two; Non-perishable food products – for student-based activities: Shall not be stored on the premises
for longer than two (2) months regardless of expiration date/best before date of product; For further details please refer to:
CCE OH&S Safe Work Practice – Food Handling & Storage accessible from: T:\cce\common\Policies & Procedures
University’s Health & Safety Policy – GOV-100-005
Smoking on Campus Smoking and the use of tobacco products is prohibited:
in all University buildings owned or leased;
on owned or leased University property;
on outdoor University areas used for sports, meetings or other gatherings;
in University vehicles, or in vehicles parked on University leased or owned property.
Advertising or the sale of smoking and tobacco products on all University of Regina campuses is prohibited.
Exceptions
Smoking is only permitted in outdoor designated areas that have been identified for smoking and tobacco use on the main campus (Designated Smoking Areas Map).
Tobacco is an integral part of cultural ceremonies and requests for guidance, knowledge or knowledge sharing, therefore it may be burned on campus in accordance with policy GOV-040-020 Smudging/Pipe Ceremonies. Smoking or tobacco products used for research purposes, other than Indigenous cultural practices, require a written exception request to this policy made to the Director, Health, Safety and Wellness. The Director, Health, Safety and Wellness will review and may approve these exceptions based on information provided
The Pension and Benefits Unit of Human Resources can assist University employees in determining coverage for smoking cessation aids. For further information please refer to:
Smoking on Campus – GOV-100-010
Smudging/Pipe Ceremonies – GOV-040-020
Wellness Services Employee and Family Assistance Program
The Employee and Family Assistant Program (EFAP) is a program to assist employees and their families to resolve their personal difficulties in a confidential and professional way.
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The University of Regina encourages employees and their families to seek help through the EFAP at the earliest possible opportunity. It is generally agreed that most problems can be successfully resolved, more often, when they are identified in the early stages and when effective resources are utilized. It is important to deal with persistent problems before they result in serious deterioration of health, quality of life or job performance. This program is available to all employees who are covered by the University of Regina’s benefit package and their immediate families. Simply contact one of the service providers in person or by telephone, on or off the job, and tell them that you want to discuss the program or that you want help for yourself or your family. An appointment will be arranged. Homewood Health™ is the UofR’s Employee and Family Assistance Program (EFAP) service provider. All eligible employees (those who are currently enrolled in benefits) and qualifying family members wishing to access EFAP services should contact Homewood Health™ at: 1-800-663-1142. If you require additional information, please contact Human Resources.
Health Services
The University of Regina Allied Health Centre opened for business on September 1, 2004. Student Health, the U of R Physiotherapy Centre and the Dr. Paul Schwann Applied Health and Research Centre have relocated to the new facility. Expanded community medical, chiropractic, massage therapy and podiatry services are now also available. Located on the second floor of the Centre for Kinesiology, Health and Sport, the Centre's mandate is to strive for excellence in health, wellness and performance. For information about services or to book an appointment with the Aspen Medical Centre, please call 306-337-2640.
Walk Along Program
A free Walk Along service offers staff and students a safe walk to your car or anywhere on campus. Call 306-585-4999 or press the “Walk Along” button on campus pay phones (no coins required).
Working Alone
Working alone in certain circumstances, situations, or environments can be unsafe and requires special arrangements to minimize potential situations and hazards. If your position was identified as a concern, the supervisor should have informed you of the Safe Work Practice to be followed. However, on occasion an employee, with prior approval of their supervisor, may decide to work outside the normal operational hours of their unit. On those occasions, if you are working alone or at an isolated place then the University’s Lone Worker Service should be tapped into. The Lone Worker Service is provided by Campus Security to enhance your personal safety while working (or studying) alone. The service is available to everyone in the University of Regina community 24 hours a day. To activate this service, call Campus Security (306- 585-4999) and report your whereabouts (office location) and how long you plan to be there. When you’re ready to depart notify Campus Security that you are leaving the premises.
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Operational Related Procedures Budgets
The University uses fund accounting for budgeting and recording revenues and expenditures. The acronym used is “FOAPAL” which is an account coding system to identify the:
Fund – the project identifier (operating, research, trust, APEA, capital, etc.)
Organization – the unit/dept responsible for that fund
Account – the object that describes the transaction (asset, liability, revenue, expense, transfer, etc.)
Program – an identifier required by Financial Services account system and in most cases will default in – you do not have to give them when specifying a FOAPAL
Activity – are simple tags related to transactions used for reporting purposes
Location – use of these codes are not mandatory and are used in very limited circumstances. No financial account is to incur expenditures or commitments in excess of the budged or funding received or confirmed as receivables. Transactions must be recorded in the financial accounts in the University’s fiscal year ended April 30th in which they occur. In addition, research account transactions must be recorded in the financial accounts in the granting agencies’ fiscal year ended March 31st. For further information on: - Budgetary Limits on Spending see UR policy - GOV-090-035 - Budget Process refer to: Office of Resource Planning - http://www.uregina.ca/orp/budget/index.html CCE works within a cost-recovery financial model which essentially means we do not receive central funding from the University; rather, Continuing Education covers all its direct costs and is expected to make an annual contribution to the University’s operating budget. In this regard, Continuing Education’s contribution is essential to the functioning of academic and support units across campus.
CCE’s Spending Policy
The University as a publicly funded institution, and in particular CCE as a cost-recovery unit, is accountable for the prudent and effective stewardship of funds. However it is recognized that there will be occasions where gifts and other expenditures may be incurred in order to carry out its teaching and service activities. Please refer to the Appendix of this Handbook or to CCE’s Policies and Procedures under T:/CCE/common for full details.
Conference Fund
Annually up to $35,000 will be available to support conferences hosted by the University of Regina and taking place in Saskatchewan. Normally, individual allocations from this fund will be no more than $5,000. Conferences should take place within two years of application. For large international conferences, funding may be provided over two years (with application each year). It is expected that in all cases conferences will also be supported by other funding sources such as registration fees, external grants and support from CCE’s Director’s office. Conferences that do not have financial support from the Director will not be funded. Applications should be submitted to CCE’s Director’s Office for approval prior to submission to the Provost’s Office for consideration. For more information please refer to -
http://www.uregina.ca/president/awards-funding/conference-funds/index.html
Fiscal Year-End
The University of Regina’s fiscal year-end is April 30th. For details regarding year-end procedures and for cut-off dates for purchases, reimbursement claims, and accounts payable please refer to Financial Services website for Year End Procedures.
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Catering Policy
In order to ensure health and safety regulation are observed the University has invested in providing food service facilities under the operational unit of Ancillary Services. When using University administered funds to pay for catering services on campus requires that University caterers (University Food Services; University Club; The Owl; Luther Food Services) be used exclusively. Off-campus caterers are not permitted access to University controlled space for the purpose of providing catering services. Those thinking of having events at off-campus locations in Regina, using University administered funds to pay for catering services, must provide approved University caterers the opportunity to bid on providing the service. University caterers may be able to offer on-campus solutions or cater the function at the off-campus location. Potluck Functions are allowed only for private departmental staff functions and are not open to the public. Alcohol may not be consumed at any potluck function. The University will not be liable for any illness, allergic reaction, or injury that occurs in relation to the consumption or handling of food at a potluck function. For further details refer to: Food Services – OPS-100-005.
Charitable Donations The University gratefully accepts support from the community in the form of charitable donations. University Gift Acceptance policy – GOV-030-005 governs the acceptance of all gifts made to the University, whether such gifts are inter vivo (during the donor’s lifetime) or testamentary (trusts and estates).
Gift Giving and Staff Functions
The University recognizes that gifts, where the primary purpose relates to the business of the University, may, on occasion, be made in carrying out its teaching, research and service activities. The Canada Revenue Agency considers the entire value of gifts of cash and near-cash (e.g. gift card/certificates) to be taxable benefits. The University does not allow gifts of cash or near-cash to be given to staff in order to avoid the complexity of assessing taxable benefits on such items. Personal gifts are not an allowable University expenditure from any type of University Fund (e.g. operating budget, APEA, research, etc.). Birthday gifts, wedding gifts, baby shower gifts, Christmas gifts, memorial gifts, gifts to charitable organizations, etc. are all considered to be personal expenditures and should be paid for with personal funds. Exceptions are made for gifts of nominal value ($100 or less) to employees or volunteers for recognition of service, long service and retirement farewells. The preference is for such exceptions to be charged to APEA funds. When a gift is charged to an APEA, it cannot be in the form of cash or near-cash under any circumstances due to CRA taxable benefit implications. A non-staff gift is a modest token of appreciation to an external individual (student, visitor, volunteer, donor, host institution) in recognition of a contribution to the University. Non-staff gifts are generally not considered to be taxable benefits as they are not connected with employment services. Gifts to recognize work for which the individual would normally be paid (via honoraria or a contract for service) are taxable and therefore not allowed. Cash or near-cash gifts are also taxable and are therefore not allowed.
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For further details please refer to:
Gift Giving and Staff Functions – EMP-060-009
CCE’s Spending Policy – accessible from T:\cce\common\Policies & Procedures and as an appendix to this Handbook
Information Technology
Prior to a new employee’s arrival their supervisor would have contacted CCE’s Central Business Services to arrange for the initial setup of a member’s electronic access to various University systems:
communication network - GroupWise/email account, access to the information storage network, and telephone assignment
administrative software - Banner and Caspur Reports
financial reporting systems, if applicable - FAST and APEA Once established if a member runs into difficulty (e.g. they forget their password, experience computer problems, etc.) they should contact the University’s Information Services for assistance (Help Desk - 585-4685).
Management of Assets
The University receives funding from a variety of sources such as the Provincial Government, Federal Government, Research Granting Agencies, contracts with government and private industry, tuition fees, sales of products and services, etc. The University is accountable to the funding providers and the general public in ensuring that the funds at its disposal are used for the purposes for which they were intended. Please refer to the following policies for further details:
Management of Assets - OPS-010-045
Petty Cash - OPS-010-040
Returning University Assets When Employment Ends - EMP-105-005
Media Buying (Advertising)
In an effort to make the most efficient use of University resources and take advantage of skill specialization and vendor relationships, all advertisements placed by the Centre for Continuing Education is done by Central Marketing. The primary contact is the Marketing & Communications Specialist. Exceptions or special arrangements may be made by working with Central Marketing. The creative aspect for the advertisements will also be done by the Marketing & Communications Specialist who will work with and consult other staff as needed.
Printing Services
A focus of the University’s strategic plan is environmental responsibility and sustainability. The University can reduce its environmental impact by reduction in volume of printed materials and a reduction in equipment and supplies used. This in turn will save trees and reduce the disposal impact of the University at our landfill. This is accomplished through a combination of means: - through use of Printing Service for the production of printed materials and print related services from all sources of University revenue;
CCE Handbook 47
- taking advantage of large volume procurements and leveraging internal expertise; and - by optimizing the use of University print environment equipment such as the use of centralized multi-function devices for printing, copying, scanning and faxing. Within CCE, employees are assigned a print “copeze card” for use with these centralized copiers during their orientation to the unit. For further information please refer to:
Obtaining Printing Services – OPS-090-010
Obtaining Printers and Related Software - OPS-090-005
Print Optimization Project - https://www.uregina.ca/is/staff/printing/print_optimization.html
Program Development and Unit Reviews Periodically it is necessary to review our offerings and their requirements to ensure that they meet the needs of our student, our Centre, and the University. On completion of such reviews it may be determined that there is a need for a new initiative and/or that the unit’s current staff complement may no longer be appropriate, requiring either adjustment to workflow processes or a change in staffing. Once the desired plan is determined a request for support is to be made to the Director of CCE – for acceptance of the proposed project and, if required, for seed funding. Proposals are to be presentation in the form of a business case – see this Handbook’s appendix for a template or obtain a copy from T:\cce\common\Forms.
Once approval is received the initiative may move forward. If seed funding is approved a special FOAPAL account set up by CCEs Central Business Services will be tapped into to offset the expenses incurred by the unit for that project. The programming areas’ Division Head will be expected to provide periodic updates to CCE’s Director on the progress of the program’s development and once implemented on its effectiveness.
Purchases and Tendering Process Any asset purchased by, donated to, or otherwise acquired by the University remains the property of the University until the University disposes of it in accordance with set policies. If University funds are used to purchase an asset, the title to that asset belongs to the University regardless of which fund is charged, including assets purchased from research accounts, general operating accounts, accountable professional expense accounts (APEA), trust accounts, capital accounts or any other source of University funds. For further details please refer to:
Purchasing Goods and Services – GOV-010-035
Management of Assets - OPS-010-045
Returning University Assets When Employment Ends – EMP-105-005
Likewise, it is the policy of the University to acquire needed goods and services in such a manner as to obtain maximum value for each dollar disbursed, subject to the terms and conditions set forth by the University, its donors, grantors, and government agencies. The University is committed to a fair and open competitive tendering policy for all interested, qualified suppliers. This objective will be achieved by the use of informal and formal tender documentation obtained and executed by Supply Management Services. Please refer to the following site for further information: http://www.uregina.ca/fs/sms/for-faculty-staff/tendering.html.
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Receipt of Funds All funds received through donations, grants, contracts, etc. must adhere to University policies. For further details refer to:
University Gift Acceptance – GOV-030-005
Accepting and Handling Payments – OPS-010-015
Budgetary Limits on Spending Research Funds – RCH-030-010
Records and Information Management In accordance to Information Service safe computing practices, within CCE we are operating on the general premise that:
The network I drive is for storage of an individual's work related files. Files stored in I:\Drive are retrievable via webdrive/netstorage for home access.
The T drive is for storage of information that is to be shared with others and access to those files are restricted/limited to those who "need to know" and by "sharing" this information it should reduce CCE's overall storage usage as each individual would not also be storing that same information
I and T drive stored information is backed up by the Information Services and is accessible by authorized individual from any computer terminal
For the individual's computer, the C drive is used for software storage while the D drive can be used for file storage however these drives are not backed up so if the system crashes any data on your computer may be lost permanently
Personal information/data is not to occupy I or T drive space...if stored it should be on C/D drive with the full knowledge that the UR has no responsibility for that information
Another option for storing and sharing (primarily with external users) files is a system called FILR. Staff are given 300 MG of I:\Drive space to use. This storage space is augmented by utilizing FILR as it provides 100 GB of extra storage space (100 GB FILR + 300 MG I drive = available storage space). FILR space is personal space for the staff member only - unless they chose to share specific files with other users (they cannot see other files the member uploads onto FILR). Both FILR and I:\drive are backed up by the University (same as they are for files on the T:\drive).To learn more about FILR read “Why use FILR” - (http://www.uregina.ca/is/infrastructure/network/FILR/UofRWhyUseFILR.html).
The University has established a University-wide records and information management program that governs the classification, retention, maintenance and disposal of all media of university records to:
meet legislative requirements
support accountability, efficiency and economy
inform and document university decisions
support program and service delivery
preserve evidence of the University’s activities in all formats (including ensuring preservation of records of permanent value)
support both protection of privacy and freedom of information services throughout the University For further details regarding these processes please refer to:
Records and Information Management - GOV-070-005
Limitation of Liability for Non University Owned Data - OPS-080-025
Policy Governance - GOV-070-010
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Risk Management
The Office of Enterprise Risk Management (ERM) provides strategic guidance and advice to all University leadership and members of the University community on issues of mitigating risk and embracing opportunity in order to support the University in achieving its vision and goals. The ERM office works closely with academic and administrative units to conduct a thorough risk assessment and to develop appropriate and relevant risk mitigation measures. For further detail refer to: Enterprise Risk Management – GOV-080-005.
Room Reservation
CCE’s facilities are intended for educational use (non-credit & credit programming) and other University-related events. Our off-campus leased spaces are not University property and therefore are not available to the general public. Use of our facilities shall fall within CCE’s operating hours in order to reduce risk to our occupants and/or the premises however, occasionally, exceptions may occur which will need to be considered on an individual basis. Those exceptions will need to be brought to the attention of CCE Director’s office as soon as possible in order to review whether all parties involved can make accommodations, or not. To reserve a room controlled by our ESL Program contact their General Office at 306-585-4585. To reserve a room at one of CCE’s off-campus swing space locations, FNUniv or the Palliser Building, please submit an online Room Request form accessible from our website - https://www.uregina.ca/cce/info-for-staff.html. For further details regarding room bookings please refer to the procedure “ActiveNet Facility Scheduling & Website” accessible from - T:\cce\common\Policies & Procedures.
Student Surveys
The University has implemented a process to provide a coordinated approach to the administration of University surveys. Before surveying current or prospective students (credit or non-credit), alumni, staff, and/or other University stakeholders, consult the policy for the criteria to assess the survey against. The process requires the completion of an application form as well as the survey for consideration by the Survey Management Committee. For details, refer to:
Surveys - GOV-070-025 The University has a licence to survey software, Qualtrics, and is available to all University staff and Faculty. This software is appropriate for market research, small internal surveys, course evaluations, research, etc.
To log into Qualtric use your uregina.ca username and password - uregina.qualtrics.com
To find out how Qualtrics can work for you, visit the Qualtrics website. For FAQs and webinars, visit the Qualtrics University website.
Timelines
At the University the academic year runs from July 1-June 30th. The fiscal year runs from May 1- April 30th. For specific timelines as it pertains to employees in relation to annual performance reviews, vacation
entitlements, sabbatical applications, tenure applications, etc. please refer to the appropriate Employment Agreement.
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Website Governance and Administration Administration and oversight of the University’s website is led by Integrated Web Services (IWS), made up of representatives from External Relations, Information Services, and a formal University Web Governance Committee. IWS is also responsible for providing templates (style sheets), guidelines and standards, and software for site maintenance. Administration and oversight of the Continuing Education website is led by Central Marketing; the main contact is the Web & Media Specialist. Each programming or service area that owns content on the CCE website is responsible for ensuring the accuracy of the content facts on the site (i.e. dates, times, prices) and works with Central Marketing to create content, trouble shoot, create new pages, etc. The University’s website is maintained in Cascade Content Management System. To access Cascade, an employee:
1. Must get approval from their supervisor or unit head; 2. Take the Cascade Level 1 training available through the Centre for Teaching and Learning; and 3. Upon competition of the training, Central Business Services will request access be granted for the
staff member from IWS using the Footprints ticketing system. 4. Login at https://cascade.uregina.ca:8443/login.act .
For further reading and details, refer to:
University Web Services - https://www.uregina.ca/external/communications/web-resources/index.html
University Web Governance Committee - www.uregina.ca/uit/uwgc/index.html
Website Naming, Hosting, Risks and Security - www.uregina.ca/policy/browse-policy/policy-OPS-080-040.html
University Online Style Guide - https://www.uregina.ca/external/communications/web-resources/style-guide/index.html
General Office Protocols A Staff Guide to Service and Office Standards:
We will treat our clients with the same level of courtesy, responsiveness, and economic responsibility that we expect from the professionals that we engage and pay.
We will give practical, creative, and responsive advice tailored to our clients' needs. We will understand our clients’ business with us and their priorities. At the beginning of each service
moment, we will ask the client what they expect of us. We will understand the students’ and institution’s vision, mission, goals, and objectives. We will
understand the stake our students, staff, and faculty have in the matters that we undertake. Cooperate with each other to improve client care. Learn from each other. Treat co-workers with dignity
and respect, regardless of department or position. Be respectful of others’ time and be prompt. Be aware that each of us is a client of the other when we approach colleagues to ask questions.
Anticipate the needs of clients—internal and external—to initiate improvements. Suggest changes/ improvements that you deem appropriate. We are the University of Regina to the individual receiving service. Be proud of our work and organization. Show interest and enthusiasm in what we do. Our goal is excellence.
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Be kind and courteous. Smile. Answer queries and provide assistance in a helpful and positive way. Listen and show empathy. Ask for clarification when the question or situation is presented as complex, frustrated, and confused. Utilize the option for personalized business cards or provide the client with a direct way to reach us if they need further information. When you are on the phone, our reputation is on the line. Respond politely.
Be helpful. Listen with empathy and understanding. Take the time to explain clearly to clients. Use meeting rooms for sensitive issues. Make a point of asking, “Is there anything else I can do to assist you?”
Respond quickly: Appreciate the value of others’ time. If someone must wait, explain why. Be lifelong learners. Take personal initiative to maintain and expand our knowledge base.
o The U of R is a learning institution and therefore recognizes the value of an education as such the various Collective Agreements makes allowance for tuition reimbursement and/or provides assistance for conference attendance – please view the appropriate collective agreement on HR’s website: https://www.uregina.ca/hr/services/faculty-staff-relations/agreements.html
o CCE ‘s staff may also seek financial support for professional development by submitting an application to CCE’s Professional Development Funding Committee – there are some restrictions so please read the guidelines accompanying that application. The application may be accessed from T://CCE/common/forms.
Look and interact with others in a business-like manner. Avoid derogatory remarks about clients and staff. Avoid social conversation and discussions about clients in public areas. Maintain a neat, well-groomed appearance. Ensure your voice mail is changed according to your work commitments. Ensure your vacation message is activated on your e-mail and voice mail, indicating to whom the message can be forwarded in your absence. Use Group Wise to inform your colleagues when you are not available. When possible encourage the use of generic program e-mail accounts to all clients so others can share the responsibility to provide assistance in a timely fashion.
Maintain the professional appearance of the office. Do not overly clutter workstations with personal effects. No food at your desk when you are visible to the public; beverages are allowed. Perishable consumables are not to be stored at the workstation. Kitchenette areas must be neat and clean at all times. All staff are responsible for cleaning up after themselves and their guests.
o The CCE Occupational Health and Safety Committee’s Safe Work Practice for Safe Food Handling and Storage is followed by all CCE employees. This Practice can be accessed from: T://CCE/common/Policies
Be mindful of the need for privacy and quiet. Our voices carry and our words have an impact on perceptions. Use meeting rooms for larger discussions as a courtesy to fellow employees. Portable media players (radios, iPods, etc.) are allowed at individual workstations, but at a volume audible only to that workstation.
Safeguard the security of the office. All confidential material is to be properly stored and secured. Make use of common areas and meetings to greet visitors. Manage and store documentation appropriately. Do not loan out your key to anyone, they are assigned to you and are your responsibility.
The University is a scent-sensitivity zone. Please respect that.
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Appendices
CENTRE FOR CONTINUING EDUCATION
Business Case should not exceed 3 pages in total!
12 pt font (11 pt min.)
CCE Business Case: CCE--201?-00?
Proposed Initiative?
I Proposed Project, Initiative or Change
(Outline in detail sufficient to describe nature, scope & time frame) II Objective: Why This is Needed or Valuable to Undertake
Xxxx…
III Problem(s), Threat(s) &/or Opportunity Being Addressed
Xxxxxx IV Alternatives & Scenarios Considered
A. Xxxx… B. Xxxx… C. Xxxx…
Selected Alternative
Option #1: Xxxxxx Option #2: Xxxxxx
V Reasons Supporting the Decision & Selected Alternative
In addition to the foregoing rationale provided, explain why this position is of value to CCE/the unit. VI Barriers, Constraints, Risks
List the main points such as financial, time, organizational support, skills, infrastructure, competitors, policy issues, competing priorities, etc. and provide a short definer. Example: a) Financial: Sourcing funds for the position if sales are down. b) Competitors: There are many organizations/consultants offering similar training in the
marketplace. c) Internal Pressures: Requests for resources are difficult as the U of R is not creating new
positions d) Key steps for overcoming barriers/constraints
You may consider mentioning any partnership you may have in this section
CCE Business Case: CCE- 201?-00?
Financial: The current growth of … provides enough revenue to cover the cost of the wages/benefits of this position. This should help justify the request for the proposed position and mitigate any financial burden it may place on the unit.
Competitors: The University of Regina’s brand lends to the credibility of our programs
creating a highly marketable portfolio of programs. However, without a focus on maintaining our current clients, we are vulnerable to the competition.
Internal Pressures: The position is cost recovery in that it is supporting itself. By creating a term,
should the position not generate revenue we are under no obligation to renew it. This request will provide an added resource for…
Key steps for overcoming barriers/constraints: By creating a term position that is dependent on revenue generation there is no
obligation to renew should the position stop generating revenue. However, …
VII Financial Analysis
a) Costs: Salary & benefits…
b) Projected Return, Payback Period: Shared resources, link to revenue, impact on bottom line, reasonable assumptions, etc.…
VIII Opportunity Cost
a) What negative impact (if any) will this project have on other CCE programs, units or processes? IX Other Anticipated Benefits
Shared resources, summary of gains, etc.…
X Supporting Market Research or Environmental Scan
Include emerging trend or opportunity, target market or audience demand/opportunity, specific offering characteristics, existing and potential competitors, CCE positioning, etc.
Proposed by:
Name
Title Date
Criteria Document for Tenured, Tenure-Track and Term Instructors
CENTRE FOR CONTINUING EDUCATION
English as a Second Language Program (ESL)
Criteria Document for Tenured, Tenure-Track and Term Instructors
Appointments, Evaluations, Performance Reviews, Criteria for Promotion, Increments, Merit Increments, Tenure and Sabbaticals
Revised: 26 November 2014 Revised: 6 December 2013 (8 October 2013) Revised: 9 December 2011 Revised: 11 January 2008 Created: 12 November 2003
English as a Second Language Program (ESL)
Criteria Document - Instructors
Table of Contents
Preamble ................................................................................................................................. 2
1. Instructor Appointments ................................................................................................ 2
1.1 Instructor ranks ....................................................................................................... 2
1.2 ESL Instructor classifications ................................................................................... 2
2. Performance of Duties .................................................................................................... 2
2.1 ESL Instructor Duties ............................................................................................... 2
2.2 Activities related to Instructor Duties ..................................................................... 3
2.3 Assignment of Duties .............................................................................................. 5
2.3.1 Teaching duties .................................................................................................................. 5
2.3.2 Other duties ....................................................................................................................... 5
3. Performance Review ....................................................................................................... 6
3.1 Teaching Evaluation ................................................................................................ 7
4. Performance Review Process .......................................................................................... 8
4.1Criteria for Promotion .............................................................................................. 8
4.1.1. Instructor I to Instructor II ................................................................................................. 9
4.1.2. Instructor II to Instructor III ............................................................................................... 9
4.2 Increments .............................................................................................................. 9
4.3 Merit ................................................................................................................... 10
Criteria Document for Tenured, Tenure-Track and Term Instructors 1
4.4 Tenure ................................................................................................................... 10
5. Procedures for Increment, Tenure, Promotion and Merit ........................................... 11
5.1 Additional Requirements for Tenure .................................................................... 12
5.2 Additional Requirements for Merit ...................................................................... 12
6. Sabbaticals .................................................................................................................... 12
PEER REVIEW COMMITTEE ............................................................................................... 13
Appendix 1............................................................................................................................................. 13
Appendix 2............................................................................................................................................. 14
Criteria Document for Tenured, Tenure-Track and Term Instructors 2
Preamble As a public institution, it is crucial that the University demonstrate to the community at large that our institution rigorously evaluates the contribution of academic staff. All ESL instructors are regularly reviewed in a process that involves the assessment by the ESL Director, a peer review committee, and the Director of CCE (Article 17). The following criteria are designed to represent the particular duties of ESL instructors within the URFA community. ESL Instructors contribute by meeting the needs of non-credit students who come to the University of Regina for language and academic skills instruction, and by preparing those who will pursue undergraduate and graduate degrees. In order to satisfy students who come to the university for personal reasons, and to adequately prepare those students who will pursue degrees, ESL Instructors must blend pedagogical knowledge and communication skills to reach across cultural borders and personality differences to design and implement appropriate classroom materials and methods. These criteria are designed to represent both the more objective and subjective skills that mark an instructor’s eligibility for increment, merit increment, tenure, and promotion.
1. Instructor Appointments
1.1 Instructor ranks The various levels of the Instructor rank (i.e. I, II and III) are determined in accordance with Article 13.5 of the U.R.F.A. Collective Agreement.
1.2 ESL Instructor classifications There are two classifications of instructor in the ESL Program: (i) Tenured/Tenure-track and (ii) Term. Term instructors carry a heavier teaching load. Therefore, the expectations for their involvement in curriculum development and service are less intensive. Assignments, performance, and expectations reflect the different responsibilities and experience in the program at each classification.
2. Performance of Duties
Articles 16.1, 16.2 and 17.12 of the current Agreement form the basis of the categories for evaluation of instructors.
According to the URFA contract definition (Article 16.1.3) “The duties of an instructor shall normally include:
a) Teaching and related duties; b) Service.”
2.1 ESL Instructor Duties
The following criteria outline an instructor’s duties.
Criteria Document for Tenured, Tenure-Track and Term Instructors 3
Group 1 A: Teaching/Other Duties B: Curriculum Development/Implementation C: Service D: Professional Development
Group 2 E: Professional Enhancement F: Additional Scholarly Activities
2.2 Activities related to ESL Instructor Duties
A. Teaching/Other Duties
Teaching and related activities as they apply to instructors in ESL involve a wide range of activities related to curriculum delivery. The academic staff member that is assigned the course or customized program is responsible for working cooperatively with the other teachers of the same level (or working independently if he or she is the only teacher at that level) to set all assignments, laboratories and examinations associated with the course or customized program. Good teaching is required of all university staff entrusted with this activity. Good teaching includes, but is not limited to:
Pedagogical Knowledge and Implementation:
a. thorough and up-to-date knowledge and implementation of best practices in teaching and learning language;
b. the promotion of student engagement and learning; c. the development of critical thinking skills in students; d. implementation of the curriculum in a coordinated manner as
determined by the level outcomes; e. meaningful integration of new technologies into teaching;
Professional Approach to Teaching:
f. promptness and preparedness at classes and appointments with students
g. the evaluation of students' work in a consistent, outcome-referenced and fair-minded way in collaboration with other instructors;
h. providing meaningful feedback to students in a timely manner; i. respect for students and sensitivity to their cultural backgrounds; j. responsiveness to students’ academic and special needs, and
collaboration to meet those needs, as appropriate to particular class size and format;
k. collegiality when responding to program and student needs.
Other Duties:
Criteria Document for Tenured, Tenure-Track and Term Instructors 4
l. other duties may include intrinsic elements in the successful delivery of
the program, such as placement testing, attendance record keeping and grade inputting
B. Curriculum Development and Implementation (Article 16.2.2)
Curriculum changes may occasionally be required to enhance the effectiveness of the overall program. In consultation with Academic Committee Members, instructors may be required to critique existing frameworks, provide suggestions for change, and build appropriate materials to support agreed upon curriculum changes. Materials also need to be developed to suit the needs of the class. Instructors should be able to use the curriculum guide to make appropriate assignments and exams for each course, including the information booklet where appropriate. In addition, instructors may be involved in the development of new programs. Significant curriculum development and/or changes shall involve time in lieu. (Refer to Section 2.3.2.)
C. Service
Participation in committees relevant to ESL such as ESL Search Committees, Peer Review Committee, URFA Contract Negotiations Committee, U of R Search Committees, Council Committees, etc. Additional service activities, which contribute to our field, may include but are not limited to the following:
a. active participation in and on boards/executives/etc. related to ESL b. volunteer work in the ESL field c. TESL practica supervision; d. observations by visiting scholars in the classroom; e. observing and guiding teacher trainees and student assistants; f. cooperation and collaboration with other Departments, inside and
outside of the University of Regina; g. volunteer work with international learners beyond the ESL program; h. international student advocacy.
Criteria Document for Tenured, Tenure-Track and Term Instructors 5
D. Professional Development (Article 16.4.4)
In our unit, professional activities may include any of the following:
a. attendance at conferences and seminars b. thoroughly documented professional reading
E. Professional Enhancement
a. taking credit classes and other educational upgrading b. presentation at local, provincial, national or international conferences
relating to the teaching and learning of ESL and the prior research appropriate to the presentation;
F. Additional Scholarly Activities
The primary duty of instructors is teaching, related duties and service, but some instructors may choose to pursue research that is related to ESL pedagogy. These efforts are not considered necessary for achieving a Career Growth Increment, promotion, tenure or merit, but they may contribute to achievement of promotion of tenure or merit. Research may include:
a. Research, for example, the result of sabbatical activities or other
research, which enhances teaching and/or curriculum; b. publication of research related directly to presentations or sabbatical
activities and/or innovative materials developed for the classroom. 2.3 Assignment of Duties
2.3.1 Teaching duties Each semester, Instructors shall be given an opportunity to identify their first, second and third teaching choices for the upcoming semester. Although all reasonable efforts shall be made to give Instructors their first teaching choice, preference shall be given based on Instructor seniority, taking into account program needs.
2.3.2 Other duties Instructors may be given other duties in lieu of teaching hours, based on the needs of the Program. Assignments of other duties will originate with the Director of CCE or Director of ESL, and will be made known to all faculty. Other
Criteria Document for Tenured, Tenure-Track and Term Instructors 6
duties may pertain to curricular tasks, support to instructors, and support to the program or the university. Other duties will be assigned based on the following criteria:
a. the instructor’s willingness to take on the duties b. the instructor’s demonstrated skill set c. the instructor’s availability d. an equitable distribution of duties among academic staff members that
takes into account the instructor’s workload, other previous duties and the balance of the workload among members
Instructors who are given other duties will receive in writing clear expectations of the assigned tasks and the hours given in lieu. These documents are to be submitted for each annual performance review.
3. Performance Review
Broadly speaking, the criteria shall be classified into two groups:
Group I: A. Teaching/Other Duties B. Curriculum Development and Implementation C. Service D. Professional Development
Group II:
E. Professional Enhancement F. Additional Scholarly Activities
Criteria in Group I are intrinsic to the Instructor’s duties, and form the basis of evaluation in all areas.
Criteria in Group II may contribute to achievement of merit.
As related to Article 18.3, the categories of assessment to be applied in relation to the four major groupings are: “exceptional”; “above average”; “appropriate”; and “less than appropriate”. It is understood that these categories of assessment are not absolute, but rather relative to the rank and career stage in question. Although these fundamental categories elude precise definitions, the following expansions and equivalents are offered for purposes of classification:
exceptional = performance that more than exceeds normal expectations; outstanding. above average = performance that exceeds normal expectations; more than satisfactory/acceptable.
Criteria Document for Tenured, Tenure-Track and Term Instructors 7
appropriate = performance that meets normal expectations; satisfactory/acceptable. less than appropriate = performance that does not meet normal expectations; less than satisfactory/acceptable.
Evidence of various kinds is germane to each of the criteria and it is recognized that the responsibility for accumulating and presenting the appropriate evidence rests with the individual Academic Staff member. The material submitted with an application for promotion or tenure application should, therefore, contain the necessary documentary grounds upon which the applicant expects her/his case to be assessed. Members are expected to include a brief summary document that contextualizes the documentation provided and supports the member’s application, especially if applying for merit.
3.1 Teaching Evaluation
The evaluation and assessment of teaching are important parts of the performance review process. The aims of the assessment and evaluation of teaching performance are:
to encourage and recognize outstanding performance in teaching;
to assist individual instructors to improve teaching;
to assist in the performance review process.
While the evaluation of teaching in the university setting is a complex process, and while different disciplines may evaluate teaching differently, a variety of different kinds of information are available to assist in the assessment of teaching performance. The evaluation of teaching shall be based upon as many kinds of evidence as possible. It will include the following information:
a. evaluation by the ESL Director, based on classroom observation; b. list of courses taught during the period under review, including enrolments and
contact hours with students (as outlined in the Annual Review Form); c. instructor and/or course evaluations by students d. evidence of input into the development of courses or new approaches to
teaching (as outlined in the Annual Review Form).
It may also include, but is not limited to:
copies of relevant syllabuses, tests, examinations and other materials distributed to students;
evidence of keeping course content current;
evidence of applying knowledge gained from professional activities to courses;
samples of innovative materials used;
other relevant materials a member may wish to submit;
Criteria Document for Tenured, Tenure-Track and Term Instructors 8
self-evaluation, through performance appraisal, accompanied by whatever material the instructor wishes to attach;
evidence of steps taken to improve teaching;
evidence of team work and collaborations;
a teaching dossier containing any of the above materials and others as described in the CAUT dossier guide available in the URFA office. The dossier may contain unsolicited signed letters from students and alumni;
review from the Centre for Teaching and Learning
4. Performance Review Process
Refer to Article 17 of the Collective Agreement for Performance Review procedures.
Reviews shall be conducted every year for tenure-track and term appointments (see Article 17.2.1 and 17.2.2) and every third year for academic staff members holding appointments with tenure (Article 17.2.3). Related work assignments in lieu of teaching must be clearly stated and whether or not the assignment was in addition to the regular teaching assignment. Evidence of collaborative work, individual work or compilation must be clarified.
4.1 Criteria for Promotion
Article 18.4.1 states “Any academic staff member appointed to the rank of Instructor upon application shall be reclassified to the appropriate rank after providing official documentation of the necessary qualifications as outlined in Article 13.5.” Article 13.5 yields the following requirements for promotion:
4.1.1. Instructor I to Instructor II
Promotion at this level will be based on successful completion of a Masters Degree and demonstrated record of relevant teaching experience. An Instructor I with a Bachelor’s degree or equivalent may be promoted to Instructor II with four years of relevant teaching experience.
4.1.2. Instructor II to Instructor III
Promotion at this level will be based on the successful completion of a PhD or equivalent or a Masters Degree with five years of relevant teaching experience.
4.2 Increments In accordance with Article 18.2, “increments shall be awarded to those whose performance has met the standards for their level of appointment, subject to the limitations of the salary range for the category and rank.” For ESL Instructors, satisfactory performance and progress meets normal expectations in teaching and other duties; curriculum development and implementation; and service.
Criteria Document for Tenured, Tenure-Track and Term Instructors 9
A rating of “appropriate” indicates satisfactory performance. Professional development and additional scholarly activities may contribute to the instructor’s attainment of a satisfactory performance.
4.3 Merit
In accordance with Article 18.3, “Academic staff members who, considering their present category, rank and duties, demonstrate exceptional performance or sustained performance that is well above average” may be awarded a merit. For ESL Instructors, exceptional performance far exceeds normal expectations in Group 1. Exceptional performance is clearly beyond the “above average” category. Performance in Group 2 must be above average for the attainment of a merit. Sustained performance that is well above average is understood to be five consecutive years of performance for which the instructor was awarded “above average” in all criteria in Group I. Above average performance in professional enhancement and additional scholarly activities may contribute to the attainment of a merit. Decisions on merit shall be based on the academic staff member’s performance since the last merit received or, if the member has never received merit, since initial appointment. While decisions on merit increments are based primarily on a member’s performance of the duties listed in Article 16 for that category of a member, “outstanding contributions in the areas of scholarship and administration shall be given due consideration even if these are not among the duties listed for that category of member.” (Article 18.3) The initial reviewer and/or review committee may recommend an academic staff member to the Dean or equivalent for a merit, whether or not the member has applied for a merit under Article 17.9. In all cases of merit application by the academic staff member, a clear statement of the basis for the merit request and the appropriate supporting documentation must be provided to the Faculty Review Committee. In accordance with Article 17.8 of the U.R.F.A. Collective Agreement an academic staff member who is requesting a merit increment shall make a written application to the Director ESL, with a copy to the Director of CCE, on or before November 30th.
4.4 Tenure
Academic staff member with the appointment of instructor “shall be granted an appointment with tenure where there is evidence of consistent performance that has met the standards for their category and rank of appointment through the probationary period…and where there is promise of future contributions that will enhance the academic reputation of the University”, from 18.6 of the current Collective Agreement. A guideline of performance that should be rewarded with tenure is a rating of “appropriate” in Group I of the criteria for evaluation.
5. Procedures for Increment, Tenure, Promotion and Merit
Criteria Document for Tenured, Tenure-Track and Term Instructors 10
Academic staff members must submit an Annual Information Form and supporting documentation in accordance with Article 17.7 of the Collective Agreement. In accordance with Article 17.8 of the Collective Agreement, an academic staff member who is applying for tenure, promotion, or merit shall make written application to the Dean, with a copy to the department head, no later than November 30th. Applications for promotion or tenure require supporting documentation at this time. Supporting documentation for merit shall be provided with the Annual Information Form. Academic staff members shall have the opportunity to provide supplementary documentation at any time before the initial review is conducted. A member may withdraw an application for promotion, a merit, or appointment with tenure at any time before the initial review is completed by notifying the Dean in writing.
Supporting documentation (based on Article 17.4) includes but is not limited to the following:
the Annual Information Form
the Performance Review Form(s)
a current curriculum vitae
material in the academic staff member’s official file relevant to the period under review
documents and other works relevant to the academic staff member’s performance of duties during the period under review
aggregated and summarized data from student course/instructor evaluations developed pursuant to Article 17.18 and forming part of the official file pursuant to Article 10.7
Supporting documentation must be submitted in a logical format that demonstrates the application of the criteria. Supporting documentation must also include brief summary documents that contextualize and rationalize each component of the submission. Distinctions must be made between individual contributions and edits/revisions to existing contributions, as well as between individual contributions and collaborative work. If time had been given in lieu for any contributions, pertinent information must also be included.
5.1 Additional Requirements for Tenure In addition, for tenure, a list of three referees may be supplied to the Director of CCE. The Director shall request a letter of reference from each of the referees named by the member. The Director may obtain letters of reference from up to three additional referees. (Article 17.9) These letters are not provided to the initial reviewer or to departmental review committees. As per Article 17.9 Instructors applying for tenure may ask to forego the use of letters of reference. Such requests will not be denied unreasonably. (It is the common practice in ESL to forego the use of letters of reference.) A career evaluation is undertaken when a promotion is requested. (See Article 17.5)
Criteria Document for Tenured, Tenure-Track and Term Instructors 11
6. Sabbaticals
Sabbaticals may be applied for, and granted, in accordance with “Performance of Duties” in the COLLECTIVE AGREEMENT, specifically Section 16.7 (Sabbaticals). “The University endorses sabbaticals as a means of encouraging continuous professional development and productive scholarship which will be mutually beneficial to the academic staff member and the institution. A member may apply for, or the University may offer, a sabbatical. The University shall grant annually a limited number of sabbaticals in keeping with its responsibilities. Such sabbaticals shall not be withheld unreasonably. In assessing Sabbatical applications within the Centre for Continuing Education, these purposes shall be understood in terms of the following criteria:
a. A detailed Sabbatical plan which may include:
that teaching and professional development will be enhanced by the Sabbatical.
teaching and professional development projects to be undertaken;
a schedule for the Sabbatical period, including projected dates for the achievement of various aspects of the project, sites/venues, institutions to be visited, names of academic collaborators, etc.;
a clear statement of written (or other) outcomes (e.g. Articles, curriculum development, development of testing tools, portfolio, conference presentations).
b. Evidence that the sabbatical will make a positive contribution to the academic staff
member’s professional development (e.g. his/her teaching), the ESL program and the University.
Following the sabbatical, the academic staff member shall report on the sabbatical as follows: The academic staff member must prepare and forward to the member’s Dean a full written account of the member’s scholastic and professional activities during the sabbatical. This report and details of the original sabbatical plan and any modifications to the plan, are to be included as part of the member’s annual information form. Article 16.7.9 The sabbatical proposal shall be reviewed by the Peer Review Committee based on the “Criteria for Sabbatical applications” form.
Criteria Document for Tenured, Tenure-Track and Term Instructors 12
Appendix 1
PEER REVIEW COMMITTEE COMPOSITION 1. The Peer Review Committee consists of three ESL Instructors nominated and elected
at large from and by ESL Instructors. All members must be in a tenured or tenure-track appointment with at least one year experience as a tenure-track appointment in this program.
2. A member will serve for a three-year term and will then remain off the committee for a minimum of three years before resuming membership. However, members may return earlier if they so choose and if it is to the benefit of the unit. Terms will be staggered to ensure continuity on the committee.* The first elected committee will consist of at least one member from the previous peer review committee.
3. The Director, Centre for Continuing Education is an ex-officio non-voting member of the committee. The Director participates in meetings of the committee to provide information, to ask questions about the nature of the committee’s recommendations and, in general, to gain understanding of the grounds for the committee’s recommendations.
The Director is neither to participate in, nor to influence the actual decision-making of the committee.
4. ESL instructors on leave are not eligible for membership on this committee.
5. The peer review committee chooses a chairperson from among its elected members.
6. The election of the committee takes place in September.
Committee Guidelines: See Appendix 2
Criteria Document for Tenured, Tenure-Track and Term Instructors 13
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Appendix 2
A GUIDE FOR THE ESL PEER REVIEW COMMITTEE
I. Annual Performance Review (Career Growth Increment, Merit and Promotion):
1. Reference Materials
Criteria Document for ESL Instructors
URFA Academic Collective Agreement: o Article 17 – Performance Review o Article 18 – Career Progress Decisions (Career Growth and Merit Increments) o Appendix F - Timelines
2. Steps:
1) Administrative Assistant to the Director of CCE contacts the Committee members (or
Chair) to set a meeting date (usually early February) and provides the names of those being reviewed.
2) The Peer Review Committee and Director of CCE meet on the set date and review all submitted Performance Review documents.
3) Once all instructor Performance Review documents are reviewed, the Chair of the Committee will be contacted by the Administrative Assistant to the Director of CCE to sign off on the forms, thereby making recommendations to the Director.
Note: The Peer Review Committee may recommend an academic staff member to the Dean or equivalent for a merit increment, whether or not the member has applied for a merit increment under Article 17.8.
II. Sabbatical Applications:
1. Reference Materials:
ESL’s Criteria Document for Instructors
Application for Sabbatical Form (available from the Forms section of the HR website)
Additional Sabbatical information (presented on of the Sabbatical Forms section of HR website)
URFA Academic Collective Agreement, Article 16.7 - Sabbaticals
Criteria Document for Tenured, Tenure-Track and Term Instructors 14
CCE-NCA-001- Non-Credit Customer Conduct Page 1 of 1
2. Steps:
1) The academic staff member completes the Application for Sabbatical form.
2) The faculty member submits the completed Application (the HR form and a statement of the plans for the entire period of the sabbatical) to the ESL Director and a copy is sent to the Director of CCE, nine months prior to the beginning of the academic year in which the sabbatical is to commence (by October 1. (Article 16.7.6)
3) The Application should be completed and signed off by the ESL Director first and
forwarded to the Peer Review Committee as soon as possible following submission to the Department.
4) The ESL Peer Review Committee reviews all applications for sabbatical within two
months following their submissions, notes recommendations on the Application Form, and sends it over to the CCE Director’s Office.
5) The Director will make the final decision and inform the member at least six months prior to the commencement of the academic year in which the sabbatical was proposed to commence.
(Detailed policy information can be found in the URFA Collective Agreement—Article 16.7.)
3. Review Process
The ESL Peer Review Committee does not make the final decision on the granting of the sabbatical; however, as a representative of the ESL program, the committee should be able to make comment on the perceived benefit that the sabbatical outcomes could have on the member and the program. ESL Peer Review Committee is to make "'recommendations" to the next approval level (i.e., to the Director of CCE) on whether the application meets the criteria: - evidence that the sabbatical will be of mutual benefit to member and the university, - the plan is to have a schedule for the sabbatical period - there should be a clear statement of written outcomes - how does this relate to the "positive contribution to the ESL program and U of R? ESL Peer Review Committee can advise the member on whether his/her sabbatical plan covers the various items listed in Item 6A (ESL Criteria Document) and provide suggestions to improve the plan, if it wishes. Typically the application process continually moves forward. It is up to the member to choose to make changes to their Sabbatical Plan and Application based on the Peer Review Committee’s recommendations. If there are significant changes made, then the process should start again with the "Revised Sabbatical Plan" as the ESL Director’s previous comments and recommendations may no longer be valid with the new Plan in mind. However, if it's just a tweaking/clarification of the previously submitted plan, then it should be given to the Review Committee to move forward onto the next approval level.
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Centre for Continuing Education
Non-Credit Administration
(Non-Credit) Customer Conduct Policy
Number: CCE-NCA-001 Audience: Non-credit clients (individuals or groups on campus) Issued: 25 February 2015 Last revised: Owner(s): Manager, Student & Instructor Services (Non-Credit) Approved by: Director, CCE Contact: CCE’s Director’s Office (Tel # 306-585-5801)
Introduction
The University of Regina, through its “Respectful University Policy (GOV-100-015), “is committed to creating and maintaining an environment in which members of the University community can live, work and learn in a collegial climate of mutual respect, free of harassment and discrimination.” Student and Instructor Services (Non-Credit) with the Centre for Continuing Education (CCE) supports fairness and respect in dealings with all students, staff, faculty and visitors. Verbal or written abuse or threats or insulting, derogatory or degrading comments, jokes or gestures will not be tolerated.
Policy
CCE reserves the right to refuse service to any person who constitutes a risk to the health and safety of employees or repeatedly acts in an abusive manner. The Director of CCE shall be responsible for determining when a person is refused service due to violations of the above. CCE Non-credit staff members should not ignore or condone the inappropriate conduct of others. Any staff member who has reasonable grounds to belie, ve that a person has violated the conduct policy is encouraged to report to their supervisor, who will contact the Director, Centre for Continuing Education when appropriate. Whenever staff members are unsure if their behaviour or that of another violates the code, they are encouraged to discuss the matter with their supervisor, who will contact the CCE Director when appropriate. There is no appeal of the Director’s decision.
Related Information For more information please view the University’s Policies and Procedures manual:
http://www.uregina.ca/policy/index.html
Respectful University – GOV-100-015 Violence Prevention – GOV-100-016
CCE-NCA-002- Non-Credit Student Conduct Page 1 of 2
Centre for Continuing Education
Non-Credit Administration G
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(Non-Credit) Student Conduct Number: CCE-NCA-002 Audience: Non-credit clients (individuals or groups on campus) Issued: 25 February 2015 Last revised: 29 April 2015 Owner(s): Manager, Student & Instructor Services (Non-Credit) Approved by: Assistant Director, Centre for Continuing Education Contact: CCE’s Director’s Office (Tel # 306-585-5801)
Introduction
The University of Regina, through its “Respectful University Policy (GOV-100-015), “is committed to creating and maintaining an environment in which members of the University community can live, work and learn in a collegial climate of mutual respect, free of harassment and discrimination.” Students and Instructors are expected to work together to make the university a positive and productive environment by: treating others with respect and dignity, evaluating your own beliefs and behaviours, participating in seeking solutions, speaking up if you believe that you or others are being treated inappropriately and seeking out consultation and support.
Scope
This policy covers only non-credit students in the Centre for Continuing Education. Credit and ESL students are covered by Council rules and regulations, as outlined in the University Calendar.
Policy
Non-credit students may be suspended from a non-credit class, or asked to discontinue from the class (with a refund of their remaining fees) if they are found to have behaved in an inappropriate manner in their CCE non-credit class or in interactions with the instructor or other students inside or outside the class via email or other communications. Examples of such inappropriate behaviour may include:
acting in a harassing or discriminatory manner;
disruption of instructional activities;
assault or threat of assault;
unauthorized use or misuse of any University facilities, equipment or services;
failure to comply with the directions of officials of the University acting within the scope of their authority;
any conduct which harms or threatens to harm the proper functioning of University programs or activities, the rights of members or guests of the University, the safety or well-being of members or guests of the University, or the property of the University, its members and guests.
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Complaints on student conduct may come from another student, an instructor, a member of the public or a staff member. In the first incident, the complaint shall go to the Head of the relevant non-credit programming area, who shall investigate the complaint, including interviewing all relevant parties to the situation. If the Head decides that suspension or discontinuance from the program seems appropriate, the Head will make that recommendation to the Director of the Centre for Continuing Education. The Director will interview the student and other parties, if deemed relevant or if the student requests such an interview. The Director will then decide if suspension or discontinuance is appropriate. The Director’s decision with respect to non-credit Career and Professional Development courses and programs can be appealed to the CCE Student Appeals Committee.
Related Information
For more information please view the University’s Policies and Procedures manual: http://www.uregina.ca/policy/index.html
Respectful University – GOV-100-015 Violence Prevention – GOV-100-016 Code of Conduct – GOV-022-005 Safe Disclosure – GOV-022-020
CCE-NCA-003- Non-Credit Withdrawal Page 1 of 3
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Centre for Continuing Education
Non-Credit Administration
(Non-Credit) Withdrawal Policy
Number: CCE-NCA-003
Audience: Non-credit Clients (individuals or groups on campus)
Issued: 13 May 2015
Last Revised: 21 December 2017 Owner(s): Assistant Director, Centre for Continuing Education Approved by: Director, Centre for Continuing Education Contact: CCE’s Director’s Office (Tel # 306-585-5801)
Introduction
To withdraw from a group course, private lessons or camp, all requests for CCE non‐credit courses must submit a completed withdrawal form - non-credit courses which is available on our website or from Student Services (non-credit) office. Please complete all pertaining sections of the withdrawal form along with supporting documentation and forward to Student Services (non‐credit) office in person (Palliser Building, 2151 Scarth Street, Room 121), by phone at 306‐585‐5748, or by e‐mail: [email protected].
Policy
Career & Professional Development (CPD):
Refund Policy: All eligible refunds are subject to a $50.00 administrative fee per class. However, no refunds will be issued after five (5) business days before the first day of the class. In the event of a medical illness, a medical certificate or doctor’s note is required and a full refund will be issued. Supporting documentation for medical illness must be received by CCE’s Student and Instructor Services Office within 10 business days of notification of the medical withdrawal. If documentation is not received within 10 business days, the refund becomes null and void. Registrants may transfer courses (within the same program area and semester) prior to the start of the course, providing there is availability. A $25.00 transfer fee will be charged.
Conservatory of Performing Arts (CPA):
Refund Policy: Students may cancel their registration up to 10 business days before a group class or camp begins and they will receive a 100% refund minus a $25 administration fee. After the 10th business day before the class starts, there are no refunds, however students may transfer their tuition to another camp or class within the same semester; semesters run January‐April, May‐August, and September‐December. Students will be charged the extra cost if the new class or camp is higher in price and there is no refund on the difference in price if the new tuition fee is lower. Please note materials fees are non‐refundable.
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CPA Drop-in Course Withdrawal/Refund Policy:
For all drop-in courses, students may cancel their registration up to 10 business days before the first drop-in meeting time (example: if three drop-in sessions are offered on a Monday, Wednesday, and Friday it is 10 days before the first class on the Monday), they will receive a 100% refund minus an administration fee worth 10% of the tuition paid before tax (example: if you paid $45 for three classes, you will be charged a $4.50 administration fee). After the 10th business day of the first drop-in meeting time, there are no refunds, however, you can transfer and modify tuition once with no penalty by contacting Student Services by phone or email at (306) 585-5748 or [email protected]. If you wish to change your registration more than once during the drop-in courses' duration (example: you no longer want to attend on the Monday but wish to transfer all remaining registrations to the Wednesday sessions), a $25 administration fee will be charged per transfer transaction. Exceptional Refund Requests will be considered under special circumstances such as a prolonged illness at the discretion of the Head of the Conservatory of Performing Arts. See "CPA Private Lessons" for submission details.
CPA Private Lessons, Individual Coaching/Accompaniment and Chamber Music Coaching for Ensembles Refund Policy: NOTE: Please complete all sections of the withdrawal form including section 2b. A student who notifies the office about withdrawing from private lessons before the fourth scheduled lesson will receive a tuition refund less a $25 processing fee and the cost of the four lessons. A student who chooses to discontinue lessons after the fourth scheduled lesson is required to provide one month's notice, or in lieu of notice, pay one month's lesson tuition. Instructors may initiate withdrawals at any time with the approval of the Head of the Conservatory. In such cases a refund will be issued for remaining scheduled lessons. Exceptional Refund Requests will be considered under special circumstances such as a prolonged illness at the discretion of the Head of the Conservatory of Performing Arts. To submit an exceptional refund request, it must be: Submitted in writing to the Student & Instructor Services (Non‐credit) office (CN 119) Must be submitted within one month after the first lesson is missed. After one month, requests will not
be considered. Students will be notified of the Head's decision by mail to the address submitted on the registration form. Documentation may be required to support and exceptional request.
Conservatory Creative Preschool Refund Policy: If you choose to withdraw your child from the preschool, you may withdraw with no penalty up to 30 days before the school year begins. If you choose to withdraw your child after the 30th day prior to the start of the program or after the program has started, you must provide one months’ notice and either attend the following month or be charged for one months’ tuition. Please note materials fees are non‐refundable.
CCE-NCA-003- Non-Credit Withdrawal Page 3 of 3
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Lifelong Learning Centre (LLC): Refund Policy: Students who withdraw from a course more than 10 business days before the course start date will be charged an administrative fee of up to $25 unless the withdrawal is for medical or compassionate reasons. Those who withdraw less than 10 business days before the course begins, or after it has started, will be charged the full course fee, but may find a suitable substitute to take their place. Students may also switch to another course offered the same term and will only be charged for making the change if the new course has a higher course fee or a materials fee. Please note materials fees are non‐refundable. Medical or Compassion reasons include serious illness such as surgery with extended recovery time or terminal illness, but not minor or day surgery unless they are registered in a short course that is at same time, death of spouse, sibling, parent, or significant other, serious illness for above family member where the student is primary caregiver, and move to nursing home or out of city.
Non-Credit Course Cancellation Refund Policy (CPD, CPA & LLC): Decisions regarding Withdrawal and/or Refund may be appealed to the Director of the Centre for Continuing Education within 10 business days of receiving the notice. The Director's decision will be mailed to the address submitted on the registration form. No further appeals are available.
The University of Regina reserves the right to cancel classes due to insufficient registration or other unforeseen events. If this occurs, participants will be given every opportunity to transfer into another class or full refunds will be issued.
Non-Credit Right to Refuse Enrolment Policy (CPD, CPA & LLC): The University of Regina reserves the right to refuse enrolment and/or dismiss a participant if it is in the best interest of the individual and/or program. In the event of a dismissal, a prorated refund will be issued.
CCE-NCA-004- Non-Credit Certificate Completion Policy Page 1 of 1
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Centre for Continuing Education
Non-Credit Administration G
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(Non-Credit) Certificate Completion Policy
Number: CCE-NCA-004
Audience: Non-credit Clients (individuals or groups on campus)
Issued: 01 September 2017
Last Revised: 01 September 2017 Owner(s): Assistant Director, Centre for Continuing Education Approved by: Director, Centre for Continuing Education Contact: CCE’s Director’s Office (Tel # 306-585-5801)
Scope
This policy covers only non-credit Career & Professional Development students in the Centre for Continuing Education.
Policy
To ensure students have the most complete and up-to-date learning, students must complete Professional Certificates within three (3) years from the term in which they begin the program. Course learning objectives and content, based on industry standards, change regularly based on current needs in the business environment.
Failure to complete the certificate within three years will result in students being required to re-take any classes that fall outside the three year window.
Exceptions on three year completion will be reviewed and approved on a case by case basis by the Manager of Career & Professional Development.
CCE-OPS-001- Spending Policy Page 1 of 4
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Spending Policy
Number: CCE-OPS-001 Audience: CCE’s Operational Management Team and CCE’s staff members Issued: 30 May 2008 Last revised: 8 June 2015 Previous revision: 13 January 2015 Owner: Director, Centre for Continuing Education Approved by: CCE’s Strategic Management Team Contact: CCE’s Director’s Office (Tel # 306-585-5801)
Introduction
The University as a publicly funded institution, and in particular CCE as a cost-recovery unit, is accountable for the prudent and effective stewardship of funds. However it is recognized that there will be occasions where gifts and other expenditures may be incurred in order to carry out its teaching and service activities.
In general, no financial account should incur expenditures or commitments in excess of the budget or funding received and/or confirmed as receivable. This applies to all financial accounts including but limited to operating accounts, special purpose accounts, capital accounts, trust accounts, and accountable professional expense accounts (APEA’s).
A gift or award that is given to an employee is a taxable benefit from employment, whether it is cash, near-cash, or non-cash. The Canada Revenue Agency (CRA) considers the entire value of gifts of cash and near-cash to be taxable benefits. A near-cash item is one that can be easily converted to cash such as a gift certificate and gift card. However, the CRA does have an administrative policy that exempts non-cash gifts and awards in some cases.
(http://www.cra-arc.gc.ca/tx/bsnss/tpcs/pyrll/bnfts/gfts/plcy-eng.html)
If a social event is provided to all unit/Centre employees and the cost is $100 per person or less, it is not considered to be a taxable benefit by Canada Revenue Agency. Where the purpose of the event is work-related, such as a planning or education session, or a networking session, the primary beneficiary for the event is considered to be the employer, and therefore the event is not taxable.
(http://www.cra-arc.gc.ca/tx/bsnss/tpcs/pyrll/bnfts/gfts/scl-eng.html)
Specific policy details are provided below.
Policy
a) Spending on Appreciations Events for Staff
Examples of such events might include Christmas dinners, birthday recognitions, retirement/resignation dinners, baby showers, etc.:
Christmas dinners or lunches are examples of appreciations for an entire unit. One such event per year can be funded out of the budget of the unit (in addition to the CCE-wide Christmas
CCE-OPS-001- Spending Policy Page 2 of 4
lunch). A second or third appreciation event (e.g. a celebration of a big task achieved, Administrative Professionals Day) should be funded out of the APEA accounts of unit leadership staff, or funded personally.
Employees who have worked continuously at the Centre for at least one year are eligible for a thank-you gift from the Centre upon retirement or resignation to take a permanent job (not for a temporary term position). This gift will be “appropriate”, and CCE’s Director’s Office will fund it as follows: at least 1-5 yrs of service to CCE and/or the UR = $25, 5->10 years service = $50, 10 ->19 yrs = $75, 20 yrs and over = $100. If a farewell dinner or luncheon is arranged, the outgoing member’s expense can be covered from these Director’s Office provided funds, but others must pay their own way. Care should be taken to be sensitive to the limited spending abilities of some employees – potluck events are perhaps appropriate here. Collections may be taken for larger recognition events and/or gifts.
Birthday parties/gifts/cards, wedding showers/gifts/cards, Christmas gifts should be self-funded.
Bereavement Recognition:
The $100 nominal gift exception above is extended in the event of the death of a University employee or former employee or close family member thereof, or friend of the University. Often the surviving family members will request donations in lieu of memorial gifts. In such cases, donations are permitted to non-profit organizations on behalf of an individual in lieu of a sympathy gift. The donation from the Centre or unit may not exceed $100 and may not use APEA funds.
b) Spending on Working Lunches/Dinners
Working lunches or dinners are sometimes a necessary part of the working day (although of course they should not be over-used), especially in dealings with outside partners.
All such spending should come out of an appropriately planned budget item. If your budget runs short, bring your lunch.
Care should be taken to be frugal with the University’s resources, without appearing overly cheap to our partners. This frugalness is especially appropriate in tight budget times, when our partner faculties are cutting positions.
Only those necessary to the business at hand should be invited. In some social (promotional?) situations, this will of course include spouses or spousal equivalents.
c) Spending on Off-Site Working Retreats, etc.
Each unit can build into its budget one off-site, one-day working retreat per budget year.
The main campus doesn’t count as off-site.
All such spending should come out of an appropriately planned budget item.
Care should be taken to be frugal with the University’s resources. This frugalness is especially appropriate in tight budget times, when our partner faculties are cutting positions.
Only those necessary to the business at hand should be invited. In some situations, spouses or spousal equivalents may wish to attend (e.g. coming off-site), but must pay their own way as appropriate.
CCE-OPS-001- Spending Policy Page 3 of 4
d) Spending on Tickets for Events - Put on by Other Units
In general, the Director or his designate (and sometimes a spouse) will get invited to attend in an official capacity to a unit’s event. It also could be the case that a head of another unit might be invited to attend.
If the attendee has an official role to play, the hosting unit will pay for the attendee’s ticket + spouse’s ticket, if appropriate.
If the member of another unit wishes to attend an official event such as the DCA, they may pay for the ticket out of their APEA or out of personal funding.
Those with APEA accounts may choose to use to pay for the tickets of CUPE staff if they so wish.
e) Spending on Tickets for Events - Fundraising Event Tickets
Often University personnel are invited to various “fundraising” events hosted by University community groups (internal and external) which may be of interest to CCE members however, unless the member is attending to represent CCE in an obligatory function, the ticket costs should not be submitted as a unit expense.
f) Travel and Conference Spending
A key consideration is the purpose of the travel.
In the usual course of events, travel spending should be planned and in the budget of the unit. If unexpected opportunities/requirements come up, there is some flexibility, but units should be careful of the spending, and once again it should be incorporated into the adjusted budget.
If the travel spending is required for the job (and planned), then of course it should be in the budget, and the source of the funds is the division’s budget.
If the travel spending is not directly related to the job, but is more in the line of personal development (presentation to a conference, or a learning opportunity), even if it is something that would potentially benefit the division (e.g. a better trained employee, improvement of relationships with an outside agency), it should still be treated like other professional development opportunities, with funding coming from the CCE Professional Development fund, the individual’s APEA, etc.
When an individual is travelling, it is important that the individual’s work responsibilities and the unit’s coverage be met.
Individuals are reminded that all travel for university-related business requires the appropriate prior travel permission via the appropriate Travel Authorization Request Form. Completing this form in the appropriate manner means that the traveler is covered by the University’s Travel Insurance. For details see: http://www.uregina.ca/presoff/vpadmin/policymanual/fs/300505.shtml
In addition, individuals are reminded that when you plan to be away from the office and campus for university-related travel, for non-university travel for approved public service and for holiday time, this must be approved by your supervisor in advance.
CCE-OPS-001- Spending Policy Page 4 of 4
Consequences for Noncompliance
Failure to comply with this policy may affect the unit’s ability to achieve its strategic and operational objective, especially as it pertains to budgetary matters
Depending on the expenditure the member and/or unit may be in violation of Canada Revenue Agency regulations
Any individual using University funds for gifts and functions over and above those allowed in this policy must repay these funds and may be subject to disciplinary action
Related Information
For more information please view the University’s Policies and Procedures manual: http://www.uregina.ca/policy/index.html
Policy – EMP-060-005 – Accountable Professional Expense Accounts (APEA) Policy – EMP-030-005 – Compensation for Out-of-Scope Personnel Policy – EMP-050-005 – Travel (Allowable Expenses) Policy – EMP-060-009 – Gift Giving and Staff Functions
Information from the Canada Revenue Agency (CRA) related to employee gifts/awards can be found using the following link: http://www.cra-arc.gc.ca/E/pub/tg/t4130/t4130-e.html#P515_51151
CCE-EMP-001 – Appointment of Sessional Lecturers Page 1 of 10
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Centre for Continuing Education
Employment
Appointment of Sessional Lecturers
Number: CCE-EMP-001 Audience: CCE’s Operational Management Team and Central Business Services Issued: 27 April 2015 Last revised: 22 October 2015 Previous revision: 2 July 2015 Owner: Director, Centre for Continuing Education Approved by: CCE’s Strategic Management Team Contact: CCE’s Director’s Office (Tel # 306-585-5801)
Introduction
The appointment of Sessional Lecturers and the contracting out of the teaching of credit courses are matters covered by the University of Regina-University of Regina Faculty Association Collective Agreement. These procedures should be read in conjunction with the relevant passage(s) of the Collective Agreement. Authority to approve academic appointments on behalf of the Board is delegated to the President. The President has delegated appointment of sessionals to the Deans. Specific process details are provided below.
Processes
I. Career & Professional Development (Credit) Appointments
1. Prior to the start of a term, the Career & Professional Development Head will inform the Director's Office of the total number of sessional appointments they wish to have appointed for each program during the coming term.
2. Career & Professional Development will advertise approved positions in keeping with Article 12.3 of the 2014-17 URFA Academic contract.
3. Career & Professional Development will choose their preferred candidates for each approved sessional position, on the basis of a set of guidelines developed within the division, and giving preference as required by article 13.6 and 13.7 of the 2014-17 academic contract (Refer to CPD Instructor Policy Appendix A).
4. Career & Professional Development will send the CCE Director (by email) a list of the candidates they are recommending. For first-time appointments only, Career & Professional Development will provide the candidate's teaching dossier and current c.v.
CCE-EMP-01- Appointment of Sessional Lecturers Page 2 of 10
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5. The Director’s Office will inform Career & Professional Development which candidates have been approved.
6. Career & Professional Development forwards the names of the approved sessional instructors to Student & Instructor Services Credit.
7. Student & Instructor Services Credit will issue letters of appointment.
8. Student & Instructor Services Credit will copy Human Resources, the Faculty Association, Career & Professional Development, and Central Business Services.
9. Central Business Services will make payroll arrangements upon receipt of appointment.
10. Student & Instructor Services Credit will check for an active email account, if inactive, Student & Instructor Services Credit submits footprint request to activate or extend appropriate email account activation.
11. 15 days prior to the start of the class, the Head will make decisions to run or cancel courses based on enrolments and other considerations. The Head will communicate the decision to Student & Instructor Services Credit and to the Director’s Office.
12. Career & Professional Development will notify the instructor of the course cancellations and notify the Bookstore of any textbook cancellations.
13. Student and Instructor Services Credit will cancel the course in Banner and notify the Registrar’s Office, who will in turn notify the students.
14. Central Business Services will cancel instructor payroll.
II. English as a Second Language (ESL) Appointments
1. Prior to the start of a term, the English as a Second Language Director will inform the Director's Office of the total number of projected sessional appointments they wish to have appointed during the coming term. English as a Second Language projections are based on the anticipated number of students arriving, assuming full capacity of 18 to 20 students per class, and assuming an informed prediction of the number students who will not show for the semester. As the number of projected students may not be equivalent to the number of actual students due to unforeseen circumstances beyond the department’s control (ie: visa problems, war, epidemics) and the level of course offered to sessionals may change as a result of the placement scores of new students, sessional appointments are at first offered 2 weeks prior to the start of classes, then confirmed following the drop date and challenge test.
2. English as a Second Language appointments include: sessional; Intensive Programs; Customized Programs and Sub Contracts.
3. English as a Second Language will choose their preferred candidates for each approved sessional position, on the basis of a set of guidelines developed within the division, and giving preference as required by article 13.6 and 13.7 of the 2014-17 academic contract. (Refer to ESL Instructor Policy Appendix B)
4. English as a Second Language will send the CCE Director (by email) a list of the candidates they are recommending, which classes for the candidates, and the projected class sizes where
CCE-EMP-01- Appointment of Sessional Lecturers Page 3 of 10
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relevant. For first-time appointments only, ESL will provide the candidate's teaching dossier and current c.v.
5. The Director’s Office will inform English as a Second Language which candidates have been approved.
6. English as a Second Language will issue letters of appointment.
7. English as a Second Language will copy Human Resources, the Faculty Association, and Central Business Services.
8. Central Business Services will make payroll arrangements upon receipt of appointment letter.
9. If a sessional contract needs to be modified or cancelled as a result of the above named circumstances (Item 1), ESL will either offer to replace the contracted class with a course with equivalent hours, or will follow the collective agreement and pay out 1/3rd of the contract that needs to be cancelled.
III. Appointments from other Faculties for CCE administered courses through Flexible
Learning Division
1. Faculties seeking CCE funding for Nights, Weekends, UREarly courses should contact the Flexible Learning Division for approval prior to scheduling within the DCU. Regional College (Distance), Online and LIVE courses will be decided via consultation with the faculties/departments and the Regional College Partners. Determination of the course lineup for each semester will be done with an eye for reducing course conflicts and providing students with the optimum choices for course selection. Once the Regional College, Online and LIVE courses have been determined, they will be scheduled by CCE within the DCU.
2. Once courses have been determined, they will be entered into the Flexible Learning Course Database (T:\cce\Program Database\Courses_database_new). The database is used to track all processes pertaining to the appointment of instructors for CCE courses as different tasks are performed by multiple staff members in multiple units (funding codes, stipend forms received, letters sent, EPAF entry, course cancellation/switch, supercede letters, etc.).
3. Identification and approval of sessional instructors is the responsibility of the home Faculty and must follow their respective Faculty procedures. Flexible Learning Division will send posting request(s) for Regional College courses to the home Faculty.
4. Once the instructor has been selected, Faculties are to fill out the Stipend Approval Form which is found on the Flexible Learning website (http://www.uregina.ca/cce/flexible-learning/faculty-services/faculty-support/stipend-form.html). This form contains all the information needed to produce the appointment letter including:
a) Sessional's full name; b) Sessional's U of R identification number, c) Sessional's current mailing address; d) Appointment level (Sessional I, II, III, regular load or overload); e) Stipend level for online courses (between 1.0 and 1.5) should be indicated in the
“comments” section at the bottom of the form as it is course dependent); and f) Class and CRN to which instructor is assigned (only one class per form)
CCE-EMP-01- Appointment of Sessional Lecturers Page 4 of 10
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Once the Stipend Approval Form has been submitted on the website a copy will go to Student & Instructor Services Credit, Flexible Learning Division and submitting faculty/department (for their file). Flexible Learning enters receipt of stipend form into the course database. Please note, the Stipend Approval Form is used for ALL appointment types – sessional, regular load, overload, University Teaching Fellow, lab instructor, Teaching Assistant, and Lab Assistant.
5. Student & Instructor Services Credit will issue letters of appointment and enter the appropriate tracking information into the course database.
6. Student & Instructor Services Credit will copy Human Resources, Faculty Association, Flexible Learning, and Central Business Services.
7. Central Business Services will make payroll arrangements upon receipt of appointment.
8. As per the collective agreement, CCE must notify instructors of course cancellation(s) at least 15 days prior to the start of the class. Flexible Learning will run enrolment numbers and estimated tuition statistics approximately 18 days prior to the start of classes to determine if the courses meet the cost-recovery mandate. If the course is within the parameters, no action is required. The Program Manager will contact faculties regarding any courses that do not meet the parameters. At this point, after consultation, a decision is made to either cancel the course or switch funding support to the faculty. Flexible Learning will notify Time Table, Student Instructor Services Credit, Central Business Services and the faculty/department secretary of any cancellations and/or changes to funding code. Student & Instructor Services Credit will issue a cancellation letter prior to the 15 day deadline. The faculty/department will notify all affected students as well as the Bookstore. Central Business Services will cancel the EPAF or switch the transaction to the faculty/department FOAPAL. Flexible Learning will enter the cancel/switch information into the course database and Student & Instructor Services and Central Business Services will enter their cancellation information once tasks have been completed.
9. Student & Instructor Services Credit will check for an active email account, if inactive, Student & Instructor Services Credit submits footprint request to activate or extend appropriate email account activation.
Consequences for Noncompliance
Failure to comply with this policy may place CCE in contravention of UR policies and in contravention of the Academic Collective Agreement, and lead to a grievance or other actions by the union.
In cases of non-compliance with this policy: o CCE’s Director may choose not to consider any or all of the candidates and order a new
search be conducted for internal appointments o May violate agreements undertaken with the Faculties thereby harming the relationship
with their unit
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Related Information
For more information please view the University’s Policies and Procedures manual: http://www.uregina.ca/policy/index.html
Policy – 100.45 – Procedures for Appointing Sessionals and Contracting Out Policy – 100.47 – President’s Delegated Authority Regarding Academic Appointments CCE’s Hiring Guidelines – Career and Professional Development Division – Recruitment and
Selection of Sessional Lecturers Policy (Appendix A) CCE’s Hiring Guidelines – ESL Sessional Hiring Procedure
Appendix A
CENTRE FOR CONTINUING EDUCATION Career and Professional Development
CCE-EMP-01- Appointment of Sessional Lecturers Page 6 of 10
Recruitment and Selection of Sessional Lecturers Policy
1. Preface
This guide is designed to ensure the recruitment and retention of high quality Career & Professional Development Division sessional lecturers for courses that fall under the academic authority of CCE.
2. Recruiting Sessional Lecturers
2.1 Approval to recruit academic positions lies with the University President, but has been delegated to the Director. For contract positions such as sessional lecturers, recruitment is subject to budget considerations, and will proceed in accordance with established practice within the Career & Professional Development Division. Copies of the established procedures for faculty recruitment are maintained in the Division, and are reviewed or amended from time to time in accordance with Article 12.2 of the collective agreement between the University of Regina and University of Regina Faculty Association.
2.2 The Career & Professional Development Division encourages the recruitment of sessional lecturers with theoretical knowledge, practical experience and strong facilitation/instruction skills.
2.3 Potential sessional lecturers should have no less than an undergraduate degree and should be
able to show competency in the associated field of instruction. 2.4 CPD staff members are encouraged to be proactive in recruiting and identifying potential
sessional lecturers even when there are no current vacant positions. Potential sessional lecturers may be identified through recommendations from other sessional lecturers, involvement in professional associations, current teaching in other University of Regina departments, and CPD staff interactions.
2.5 Potential sessional lecturers identified by CPD staff may be approached to consider teaching opportunities and, if appropriate, invited to submit an application for current or future vacant positions.
2.6 Unsolicited CVs will be kept on file with the Program Coordinator for future reference.
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3. Selection of Sessional Lecturers
3.1 In order to be considered for any sessional position, all applicants must apply through the
University of Regina HR website by the deadline specified in the posting. All sessional lecturer positions must be posted on the Human Resources website for a minimum of one month. No other applications will be considered.
3.2 All potential sessional lecturers who are new to the Career & Professional Development
Division (those who have never taught a CPD undergraduate course) must submit a cover letter and CV as application for a teaching position with CPD regardless of whether or not they have taught in other University of Regina departments or CCE Divisions. All sessional lecturers who have not taught for CPD in the last three years will be considered “new” to CPD and will be asked to follow the same process described here.
3.3 All new CPD sessional instructors must be interviewed and their references must be checked
before being offered a position with CPD. 3.4 The Career & Professional Development Division Head will determine which applicants meet
the minimum academic qualifications. From the pool of applicants that meet the minimum academic qualifications, those that qualify for preference as defined in article 13.7 of the URFA Collective Agreement will be identified. The Head will first evaluate the applicants that meet the minimum academic qualifications and qualify for preference. These applicants will be evaluated as either suitable or unsuitable. The evaluation will be based on the following:
a) Individuals who have been academic staff members for at least three semesters in the
past three years; b) the strength of the applicant’s discipline-specific background; c) the appropriateness of that background for the course that the sessional lecturer would
be appointed to; and d) the strength of the applicant’s teaching record and student evaluations for the certificate
or course.
Those applicants determined to be suitable by the Head will then be ranked according to the factors listed above. The top-ranked suitable applicant will then be recommended to the Director as a sessional instructor for that class.
3.5 In the event of a tie for the top-ranked applicant, priority will be given to the candidate that
belongs to the higher category in the following list (given in descending order of priority):
a) Candidates who have self-declared as a member of a designated group; b) Those who have taught the most credit hours at the University of Regina; c) Those who have taught the course most often; or d) Those who have taught the course previously or most recently.
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3.6 In the event there are no suitable applicants that meet the minimum academic qualifications and qualify for preference, the Division Head will evaluate and rank only those candidates that meet the minimum academic qualifications, according to the process described above and recommend that the top-ranked suitable applicant be appointed as the sessional lecturer for that course.
3.7 In the event there are no suitable candidates that meet the minimum academic qualifications
listed in the advertisement for the sessional position, the Division Head may consider other applicants. In doing so, the Division Head may request further information from one or more of the applicants, and may interview one or more of the applicants. If, in the Department Head’s view, one or more of these candidates is suitable as a sessional lecturer for the course, the Head will rank the suitable candidates according to the process described above.
3.8 The top-ranked candidate will then be recommended to be appointed as sessional lecturer for
that course. This however, does not confer upon the applicant the qualifications needed to teach the course in subsequent competitions.
3.9 If none of the candidates are deemed to be suitable by the Head, the Head will recommend no
sessional lecturer be appointed to teach the course, and the course will be cancelled.
4. Evaluation of Teaching
The Career & Professional Development Division is committed to ensuring the highest quality of teaching and learning experiences for our students. To this end, the Career & Professional Development Division distributes instructor evaluation forms to the students prior to the end of the semester, usually by email. The intent of the evaluations is to provide feedback to instructors and to provide a fair and reasonable assessment of the quality of teaching.
4.1 Instructors will have a summary of their own evaluations available to them following receipt
of final grades for the class. 4.2 If there are serious concerns regarding a sessional lecturer’s performance, the sessional
lecturer will be invited to meet with the Division Head and the Director of the Centre for Continuing Education. The purpose of this meeting is to discuss the concerns and to agree on a process to rectify the problem.
4.3 If the concern cannot be resolved satisfactorily, the sessional lecturer will be required to write
a self-evaluation outlining the steps taken to resolve the teaching concern and how successful these measures have been. This self-evaluation is to be submitted to the Division Head, who will keep the document on file, with a copy to the Director.
4.4 All applications for a sessional appointment for undergraduate courses with the Career &
Professional Development Division shall include, as part of their teaching dossier, copies of teaching evaluations for all courses taught at the University of Regina in the preceding three years. For courses taught for the Faculty of Science, the teaching evaluation will include the
CCE-EMP-01- Appointment of Sessional Lecturers Page 9 of 10
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statistical summary sheets from the student evaluations and the reports on classroom visits made by the Department Head or designate, as well as any other documentation that may have resulted from the evaluation process.
5. Related Information
URFA Academic Collective Agreement, Articles 12, 13, 14 & 16
http://www.uregina.ca/hr/services/employee-relations/agreements.html
Career & Professional Development Division Instructor Guide
Centre for Continuing Education Appointment of Sessional Lecturers Procedures
Preface based on Faculty of Arts Hiring Policy. Content adapted from “University of Regina Faculty of Arts Recruiting and Appointing Academic Staff”, 2008
http://www.uregina.ca/arts/assets/docs/pdf/recruitment_handbook.pdf Selection of Sessional Lecturers and Evaluation of Teaching adapted from the Faculty of Science Recruitment & Appointment: Sessional Lecturers & Lab Instructors
http://www.uregina.ca/science/assets/docs/pdf/Proc2014/Employment-RecruitmentAppointment%20-%20Sessional%20Lecturers.pdf
Appendix B
CENTRE FOR CONTINUING EDUCATION English as a Second Language
CCE-EMP-001 – Appointment of Sessional Lecturers Page 10 of 10
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ESL Selection Procedures for Sessional Lecturer Appointment
Updated in consultation with ESL Academic Committee – 12 January, 2017
Following the requirements of Languages Canada Accreditation, candidates should have a Bachelor of Education or a Bachelor of Arts with Second Language Acquisition Theory and Methodology and TESL Canada Level 1 or greater or TESL Saskatchewan Accreditation. (Instructors without accreditation may be hired, but those with accreditation will be given first consideration.) A Master's Degree in an appropriate field is preferred. Knowledge of second language acquisition and teaching methodology is essential as well as experience in teaching English as a Second Language within an integrated skills program. Candidates must be able to work at different levels (basic, intermediate or advanced). The selection procedure begins after the application deadline of each semester by the Academic Coordinator identifying those that qualify for preference as defined in article 13.7 of the University of Regina/Faculty Association Collective Agreement. From the pool of applicants that meet the minimum academic qualifications, the Academic Coordinator assesses the applicants according to the following criteria, and recommends to the ESL Director (who has the final decision within ESL) the best candidate for the course in question:
i) Preference under URFA Academic Collective Agreement article 13.7; ii) the strength of the applicant’s background in Second Language Acquisition (SLA) theory; iii) teaching experience of the applicant that is related to the particular course; iv) the strength of the applicant’s teaching record particularly for the Department.
In the event of a tie for the top-ranked applicant, priority will be given to instructors based on the number of hours taught within the U of R ESL program within the last 3 years. In the event that there are no suitable applicants that qualify for preference, the Academic Coordinator will evaluate only those candidates that meet the minimum academic qualifications, and rank them according to criteria ii), iii), iv) described above and recommend to the ESL Director (who has the final decision within ESL) that the top-ranked suitable applicant be appointed as the sessional lecturer for that course. In the event of a tie for the top-ranked applicant, priority will be given to instructors based on the number of hours taught within the U of R ESL program within the last 3 years. The Academic Coordinator will ask what sections sessionals would prefer to teach and any hours that they are not available to teach. The Academic Coordinator will accommodate first choices in the assignment of classes whenever possible. Note: 1) The University gives a sessional credit towards preference if they have taught any portion of an
individual semester (e.g. if a sessional taught a 3 week course during the Fall 2015 semester, they receive credit for that semester towards earning/maintaining preference).
2) The Director of CCE has final approval of all assignments of courses. Notwithstanding the above selection procedure, the offering of a course, under CCE’s cost-recovery mandate, is based on enrolment and may not run if there are insufficient students.
CCE-OPS-002- Special Needs Accommodation Page 1 of 5
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Centre for Continuing Education
Operations
Special Needs Accommodation for Students with Disabilities
Number: CCE-OPS-002 Audience: CCE’s Operational Management Team and CCE’s staff members Issued: 12 May 2003 Last revised: 25 January 2017 Previous revision: December 2015 Owner: Director, Centre for Continuing Education Approved by: CCE’s Council Contact: CCE’s Director’s Office (Tel # 306-585-5801)
Preamble In December of 1996, the University of Regina approved A Policy Regarding Students with Special Needs. Part of this policy states that “(f)aculties are expected to develop procedures for implementing this policy which are consistent with their internal goals and needs.” The current set of procedures has been developed to fill this need, and to encourage students with disabilities to seek accommodations while taking Centre for Continuing Education courses or programs. These procedures are designed to set out what accommodations are possible and the role that CCE staff members, instructors and students play in the practical of implementation of the University of Regina Policy.
Definitions
“accommodations” A special needs accommodation is a modification in preparation, teaching, and evaluation procedure designed to accommodate the particular needs of an otherwise qualified student with a disability. Examples of accommodations, ranked from minor to major, are listed in Appendix B to A Policy Regarding Students with Special Needs.
“CCE” Centre for Continuing Education, University of Regina “director” The Director of the Centre for Continuing Education, University of Regina “disability” The definition of disability excerpted from the Saskatchewan Human Rights Code
is contained in Appendix A to A Policy Regarding Students with Special Needs
CCE-OPS-002- Special Needs Accommodation Page 2 of 5
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“CSA” The Centre for Student Accessibility, University of Regina “Head” The Head of one of these academic and non-academic units of CCE: Career and
Professional Development, Conservatory of Performing Arts, English as a Second Language Program, Flexible Learning Division, or Lifelong Learning Centre.
“instructor” Any person hired by CCE to instruct a person or class enrolled in a course or
program delivered by any of CCE’s units. “Policy” A Policy Regarding Students with Special Needs approved by the University Of
Regina Board Of Governors on December 17, 1996. “scribe” A scribe is responsible to act as the writing tool of the student. Communication
between student and scribe should be limited. If there are questions, they should be directed to the instructor or the appointed invigilator.
“student” Any person registered in one of CCE’s courses or programs regardless of whether
said course or program is for credit. “University” University of Regina
Physical Accessibility of Buildings
Due to renovations of our heritage campus on College Avenue our Centre has been split into primarily two separate locations: First Nations University of Canada (adjacent to the Wascana/Main campus) and the Palliser Building, only blocks away from our former location. (ESL remains at its Wascana/Main Campus location.) Our Centre does run a few classes at Westminster United Church and elsewhere where accessibility is limited – please contact CCE’s Student Services to see what accommodations are available before registering for classes. (Student Services Tel # 306-585-5748.)
a) Palliser Building – 2151 Scarth Street
The Palliser Building is accessible to wheelchairs or other motorized personal transportation devices via a ramp at the main front entry located at west side of the building. The door entering the building is equipped with a push-button device that can be operated by most persons with physical disabilities. The building is equipped with elevators and the accessible washrooms are located on the 2nd floor (unfortunately due to the door weight/resistance some assistance may be required to open the washroom entry door). Parking for vehicles displaying the City of Regina’s Disability Parking Permit is available half a block north of our building at the corner of Scarth and 13th Avenue, beside the Affinity Building. However drop off is available in front of the Palliser Building adjacent to the ramps mentioned above. For information on the City of Regina’s Permits for Persons with Disabilities visit their website - http://www.regina.ca/residents/parking/obtain-permits/permits-disabilities/.
CCE-OPS-002- Special Needs Accommodation Page 3 of 5
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b) First Nations University of Canada and UofR Wascana/Main Campus
These buildings are fully accessible to students with special needs.
Process
a) Announcements to Students Who May Require Special Needs Accommodations
It is important that students with disabilities who require special needs accommodations seek assistance in securing these accommodations, but in a manner that preserves the privacy of the students. In courses where a written outline or syllabus is provided to students, instructors will include the following statement, “Any student with a disability who may need accommodations should discuss these with their course instructor and contact The Centre for Student Accessibility (306-585-4631 and/or [email protected]). In addition, CCE’s website and all program calendars will contain the above statement and all clients will be prompted during the registration process.
b) Communications between Students, Instructors and Staff/Advisors
In accordance with the University's Policy, students who request special needs accommodations should be referred to the University’s CSA. Special needs accommodations may not be provided until the student has registered with the CSA who will vet the student’s medical documentations and prepare a list of suggested accommodations, based on the medical literature. Students are expected to approach the CSA with their special needs accommodation requests in a timely manner. Students will normally contact the CSA before the beginning of a class or semester when making special needs accommodation requests. For courses that are evaluated, such requests should be made prior to the first due date of any assignments or exams which will count in the final mark. ESL students may encounter difficulties in providing proof of special needs due to language issues. Those students and their instructors are encouraged to work with the ESL Advisor to get help in approaching the Centre for Student Accessibility.
Upon receiving a request from the student via the CSA for accommodations, the instructor or Head of the affected area shall complete the CSA’s form, sign it, and distribute the appropriate copies. The Head must consult the Director in the following circumstances: a) the Head and/or instructor feel compelled to refuse to meet the special needs request of the
student, and are unable to suggest an accepted alternative to the student; b) meeting the special needs request will require CCE to spend extra money for equipment,
staffing or other purposes; or
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c) the Head and/or instructor and the student are unable to agree on whether or how the student's special needs are being accommodated.
If a student encounters difficulties in obtaining course accommodations after consulting with the instructor, he or she should request a meeting with the Department Head and course instructor to discuss alternatives. If no satisfactory arrangement results from this meeting, the student is advised to send a written description of his or her concern to the Director of CCE. The Manager, Centre for Student Accessibility can assist with either appeal process. If the Head, instructor and student cannot arrive at an acceptable accommodation, the University Policy states the following:
If disputes arise, Student Affairs and the Dean (of the instructor's Faculty) will assist the student and instructor in coming to an agreement. If agreement is not reached through mediation, a decision will be made by the Vice President (Academic).
c) Taping of Lectures, Courses or Seminars
Where audio tape recorders are normally prohibited, the rule should be waived for certain students (e.g. students with a disability that severely restricts their capacity to take written lecture notes). Students may also request access to lecture material. If it is up to the instructor to decide if he or she wishes to provide copies of lecture or seminar notes. If taping of lectures or seminars is the only viable option, then this request will be met. The instructor will advise the rest of the class when audio-taping is occurring. Students with a disability must observe all conditions that are attached to the provision of reasonable accommodation. For example, if permission is given to a student to audiotape a lecture, or if lecture notes and/or overheads are made available in print form for the purpose of photocopying, the materials should only be used by the student for the designated purpose. Instructors may request that the student obtain written permission from him/her prior to taping and/or copying any course material as part of the agreement for accommodation. If requested by the instructor, all tape recordings and/or photocopies will be returned to the instructor by the student after the learning activities for which they are obtained is completed. The Head and/or instructor will convey this requirement to the student in writing. Students who audiotape lectures are expected to attend them as well.
d) Accommodations in Evaluating Students with Disabilities
The University's Policy is designed to give students with disabilities an equal chance to show their academic ability without compromising academic standards. Sometimes, required academic standards mean that students will have to attempt to complete a required component of a class (potentially with the help of tutors, etc.), or avoid that class in their program selection. On the other hand, sometimes instructors will need to design alternate methods of testing whether or not students meet the academic standards needed to pass the class or achieve a specific standing. These
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alternatives might include substituting different types of written exams, or substituting exams for essays, or essays for exams, depending on the student's disability. Evaluation procedures must be appropriate and fair to students with a disability. Evaluation procedures must examine each student’s knowledge, skills and/or ability in reference to the course content. For example, a student with a visual impairment or significant reading impairment may need to have questions read aloud to them by an invigilator. A student with a visual disability might give oral rather than written responses to test questions. If oral evaluation is conducted, this will be documented by tape recording or the use of a scribe. A student with a motor disability might type answers rather than writing by hand. There may be occasions when the specific disability is directly in the area of ability required for the course and where accommodation in the evaluation procedure may not be possible, despite a review of possible options by the student and the instructor. For example, it may not be possible to find a successful accommodation for a student with a severe mathematics disability in an accounting course that requires understanding of and ability to manipulate mathematical concepts and calculations. To summarize, if alternate evaluation methods are available and do not compromise academic standards, instructors will provide them in response to special needs accommodation requests. In many cases, the special needs accommodation request involves relatively minor accommodations such as requesting extra time for exams or in-class assignments, or a separate room to write in, or special typeface or coloured paper. The instructor will be expected to meet such minor accommodations. Students are expected to confirm these accommodations at least a week before any examinations. Some of these requests will lead to extra work for specific instructors or departments. The unit for which the instructor teaches, together with the Heads and Program Administrators, will work with the instructor to help reduce this workload.
e) Limitations
The procedures outlined in this document apply to all courses and programs delivered on the University’s facilities, however, where University courses are offered off-campus, the University will assist students who require special needs accommodations to the greatest extent possible.
Related Information
For more information please view:
Policy – GOV-100-015 – Respectful University
Centre for Student Accessibility website - http://www.uregina.ca/student/accessibility/index.html
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Health, Safety & Emergency Preparedness Information for Staff at CCE S
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