Policies and Regulations

Scope of application, citation and relationship with faculty-specific academic regulations

The University's Academic Regulations are divided into three categories:

• Category A "Joint Regulations" sets out the Academic Regulations applicable to all levels of studies at the University of Ottawa (unless otherwise specified in the particular regulation).
• Category B "Undergraduate" sets out the Academic Regulations applicable only to the undergraduate level.
• Category C "Graduate Studies" sets out the Academic Regulations applicable only to graduate studies.

The reference to a particular regulation must be composed of the letter of the regulation preceded by the number of the part from which it comes. For example, a reference to Regulation 2 "Courses" in Category A below would be "Academic Regulation A-2".

Students should consider the academic regulations of their faculty and read them in parallel with the University's Academic Regulations below. Students are advised to consult their faculty’s calendar or website for faculty-specific academic regulations.

Preamble

Category A:  Academic Regulations applicable to all levels of studies at the University of Ottawa

Academic Regulation A-1 - Bilingualism

Academic Regulation A-2 - Course

Academic Regulation A-3 - Grading System

Academic regulation A-4 – Academic Integrity and Academic Misconduct

Academic Regulation A-5 – Religious Accommodations

Academic Regulation A-6 – Academic Accommodations

Academic Regulation A-7 – Record Retention

Academic Regulation A-8 – Evaluation of Student Learning

Academic Regulation A-9 Revision of Grades and Appeal

Academic Regulation A-10 - Unit Transfers

Category B: Academic Regulations applicable only to the undergraduate level.

Academic Regulation B-1 - Categories and Status of Undergraduate Students

Academic Regulation B-2 – Program of Studies

Academic Regulation B-3 – Admission to a Program

Academic Regulation B-4 – Registration

Academic Regulation B-5 – Prior Learning Recognition

Academic Regulation B-6 – Academic Standing, Probation and Mandatory Withdrawal for Undergraduate Programs

Academic Regulation B-7 – Conditions for Obtaining a Degree, Certificate or Diploma

Academic Regulation B-8 – Distinctions

Category C: Academic Regulations applicable only to graduate studies

Academic Regulation C-1 - Categories and Status of Graduate Students

Academic Regulation C-2 - Admission to Graduate Programs

Academic Regulation C-3 - Graduate Enrolment and Leaves of Absence

Academic Regulation C-4 - Academic Standing for Graduate Studies

Academic Regulation C-5 - Graduate Research: Supervision and Ethics

Academic Regulation C-6 - Time Limits for Completion of Graduate Degree and Diploma Requirements

Academic Regulation C-7 - Thesis

Academic Regulation C-8 - Major Research Paper

Academic Regulation C-9 - Conditions for Obtaining a Graduate Degree or Diploma and Medals

University of Ottawa policies and regulations set out guiding principles or courses of action to be consistently followed under specific conditions. Exceptions require the prior consent of an approving authority, very often the Administration Committee.

University of Ottawa By-Law No. 1 (2019)

University of Ottawa Board By-Law No. 3 (2020) - Delegation of Approval of Contracts and Signing Authority (PDF, 882KB)

Regulation on Bilingualism at the University of Ottawa

Governance

• Policy 1 - Powers of the Administration
• Policy 11 - Access to the University of Ottawa Archives
• Policy 20 - Guidelines for Gender Parity in University Texts
• Policy 23 - Policy on Information Management
• Policy 49 - Legal Services
• Policy 54 - Enterprise Risk Management
• Policy 66 - Prevention of Workplace Violence
• Policy 67a - Prevention of Harassment and Discrimination
• Policy 67b - Prevention of Sexual Violence
• Policy 72 - Environmental Management and Sustainability
• Policy 82d - Forms Management
• Policy 90 - Access to Information and Protection of Privacy
• Policy 92 - Financial Fraud
• Policy 96 - Internal Audit
• Policy 119 - Accessibility
• Policy 121 - Statement on Free Expression
• Policy 124 - Provision for Indigenous Ceremonial Practices for Events on University Campus
• Policy 125 - Emergency Management and Business Continuity Program
• Policy 127 - Ombudsperson
• Policy 128 - International Travel Safety Policy
• Policy 129 - COVID-19 Vaccination - Suspended effective May 1, 2022.

Student affairs

• Policy 14a - Student Record
• Policy 101 - Centre for Mediated Teaching and Learning (CMTL)
• Policy 110 - Policy on Treatment of Graduate Students on Non-Academic and Non-Employment Issues (Under Revision)
• Policy 110a - Graduate Students Holding Soft-Funded Research Bursary
• Policy 112 - Awards and Assistantships
• Policy 130 - Student Rights and Responsible Conduct

Human resources

• Policy 2a - Staffing
• Policy 2b - Discipline (Non-Unionized Administrative and Support Staff)
• Policy 3 - Salary Administration for Regular Non-Unionized Support Staff
• Policy 4 - Training and Development
• Policy 5 - Remuneration - Full-Time Professors Non-Unionized, Part-Time Professors, Students
• Policy 6 - Promotion of Clinical Professors, Administrative Exclusion, Deans and Teaching Staff Not Covered By The Collective Agreement
• Policy 7 - Relocation Expenses
• Policy 8 - Group Benefits for Regular Non-Unionized Administrative and Support Staff
• Policy 9: Leaves for Regular Non-Unionized Administrative and Support Staff
• Policy 12 - Work Hours, Overtime and Additional Work - Support Staff
• Policy 19 - Hiring and Placement of Relatives
• Policy 24 - Professional Association Membership Fees for Regular Support Staff
• Policy 33 - Security
• Policy 46 - Leaves of Absence for Academic Staff (Non-Unionized Full-Time)
• Policy 46a - Self-Funded Leave
• Policy 47 - Working Conditions for Non-Unionized Administrative and Support Staff employed under fixed-term employment agreements
• Policy 53 - Retirement Allowances for Regular Non-Unionized Support Staff
• Policy 58 - Smoking Policy
• Policy 63 - Refresher Leave
• Policy 69: Tenure, Appointments for Contractually Limited Terms and Termination of Employment (Under Revision)
• Policy 70 - Conflict of Interest - Members of Staff
• Policy 77 - Occupational Health and Safety
• Policy 78 - Training and Development of the Support Staff (Under Revision)
• Policy 81 - Anniversaries and Retirements
• Policy 83 - Public Office
• Policy 86 - Cross-Appointment of Academic Staff
• Policy 87 - Temporary Interruption of University Activities at a Faculty, School or Service
• Policy 93 - Additional Remuneration for Administrative Activities
• Policy 94 - Pro-Active Recruitment of Women Professors
• Policy 102 - Perquisites
• Policy 107 - Suggestion Award Program
• Policy 109 - Performance Appraisals and Performance Bonuses (Under Revision)
• Policy 122 - Deans' Compensation
• Policy 123 - Postdoctoral Fellows
• Policy 131 - Disconnecting from Work
• Policy 132 - Electronic Monitoring of Employees
• Policy 133 - Compensation for Administrative Senior Managers

Financial resources

• Policy 21 - Reimbursement to Individuals for University Business Expenses
• Policy 22 - Tuition Fee Financial Support for Spouses and Dependents of University of Ottawa Staff Members
• Policy 25 - Insurance Responsibilities
• Policy 26 - Petty Cash
• Policy 27 - Control of Invoicing, Remittances and Deposits (Under Revision)
• Policy 51 - Allocation of Interest to Sundry Funds
• Policy 52 - Publicity Funds
• Policy 55 - Budget Management
• Policy 56 - Investment
• Policy 64 - Validation of Requisitions (under revision)
• Policy 85 - Administration of Trust Funds
• Policy 111 - Endowment Funds
• Policy 114 - Liability Management
• Policy 126 - Compliance with payment card industry standards

Information technology and telecommunications

• Policy 116 - Use and Security of Information Technology Assets
• Policy 117 - Information Classification and Handling
• Policy 118 - Electronic Mail (Email) Policy

External Relations and Communications

• Policy 34 - Mandate of the Communications Directorate
• Policy 57 - University of Ottawa Brand Policy
• Policy 73 - Bulletin Boards
• Policy 79 - Signage (Under Revision)
• Policy 82 - Audio-Visual and Reprography Service (AVRS)
• Policy 82a - Media Production Section
• Policy 82b - Multimedia Distribution Service
• Policy 82c - Reprography Section
• Policy 106 - Language Services
• Policy 120 - Sponsorship

Research and inventions

• Policy 29 - Commercialization of Research-Derived Intellectual Property
• Policy 31 - Animals Used in Research and Teaching at the University Of Ottawa
• Policy 48 - Administration of Research Grants and Contracts 
• Policy 115 - Responsible Conduct of Research

Physical Resources and Equipment and Services

• Policy 10 - Acquisition of Gifts-In-Kind, including Works of Art
• Policy 14 - Allocation of Teaching Premises (Under Revision)
• Policy 28 - Temporary Use of University Space
• Policy 30 - Food Services
• Policy 35 - Key Control
• Policy 38 - Furnishing Standards
• Policy 39 - Purchase of Library Documents
• Policy 40 - Maintenance and Repair of Equipment (Under Revision)
• Policy 41 - Permanent Inventory of University Furniture and Equipment
• Policy 43 - Purchase of Furnishings and Equipment for Capital Projects (Under Revision)
• Policy 44 - Traffic and Parking
• Policy 50 - University of Ottawa Bookstore (Under Revision)
• Policy 62 - Use of Academic Hall
• Policy 65 - Use or Disposal of Surplus or Unused Furniture and Equipment
• Policy 71 - Capital Funding for Construction and Renovation Projects
• Policy 76 - Property Rentals by Housing Services
• Policy 88 - Bar Services (Under Revision)
• Policy 95 - Allocation and Utilization of University Facilities
• Policy 97 - Use of the Jock Turcot University Centre
• Policy 100 - Naming of University Assets
• Policy 105 - Storage Space
• Policy 113 - Maintenance, Refurbishment, Alteration, Renovation, New Construction, Leasing, Purchase and Sale of Buildings

Procurement

• Policy 36 - Procurement
• Policy 98 - Ethical Purchasing

University of Ottawa procedures detail specific courses of action or explain how to apply specific policies.

Materials management

• Procedure 4-1 - Furnishing Standards
• Procedure 4-3 - Procurement Standards
• Procedure 4-4 - Permanent Inventory of University Furniture and Equipment
• Procedure 4-7 - Claims Files with the University's Insurance Brokers
• Procedure 4-9 - Purchasing Cards Standards

Media production

Procedure 12-1 - Regulations Governing Media Production Services

Multimedia Distribution Service

Procedure 12-2 - Multimedia Equipment and Rooms

Reprography Service

Procedure 12-3 - Reprography Section

Physical Resources

Procedure 19-2 - Selection Procedure for Consultants and Contractors

Governance

• Procedure 20-1 - Submitting Request to the Delegates of the Administration Committee
• Procedure 20-3 - Guidelines for Gender Parity in University Texts
• Procedure 20-5 - Handling Access to Information Requests
• Procedure 20-6 - Submitting Requests to the Administration Committee
• Procedure 20-7 - Handling Privacy Complaints
• Procedure 20-8 - Privacy Breach Response Protocol

Translation Office

• Procedure 20-2 - Services provided by the Translation Office

Information Management

• Procedure 20-4 – Disposition of Information
• Procedure 20-9 - Handling Personal Health Information
• Procedure 20-10 - Document Digitization
• Procedure 20-11 - Archives Management
• Procedure 20-12 - Handling Confidential and Internal Information

EDP Security

• Procedure 21-5 - Observance of Computer Program Copyright and Software Licenses

Strategic Enrollment Management

• Procedure 26-1 - Student Information System Access Control Procedure
• Procedure 26-2 - Strategic Enrollment Management

Sports Services

Procedure 40-1 - Sports Services

Protection Services

Procedure 60 - Complaints against uniformed staff

External Relations

Procedure 41-1 - Receipt of Gifts-in-Kind, including Works of Art

Research and Inventions

• Procedure 29-1 - Invention and Technology Transfer
• Procedure 29-2 - Addressing Allegations of a Breach of Responsible Conduct of Research
• Procedure 29-3 - Roles and Responsibilities in the Administration of Research Grants and Contracts
• Procedure 29-4 - Approval and Signing Authorities
• Procedure 29-5 - Recovery and Distribution of Indirect Costs
• Procedure 29-6 - Recovery and Treatment of Salaries and other forms of compensation

Finance

• Procedure 16-11 - Reimbursement of Travel Expenses
• Procedure 16-12 - Reimbursement of Hospitality Expenses
• Procedure 16-13 - Reimbursement of Other Business-Related Expenses
• Procedure 16-14 - Approved Reimbursement Rates
• Procedure 16-15 - Approval Authorities

Harassment and discrimination

• Procedure 36-1 - Complaints of Harassment/Discrimination initiated by students
• Procedure 36-2 - Complaints of Harassment/Discrimination initiated by employees

Mediated Teaching and Learning

Procedure 10-1 - Centre for Mediated Teaching and Learning

Budget

Procedure 3-7 - Budget Management

Human Resources

• Procedure 14-1 - Internal Responsibility Procedure for Health and Safety Issues
• Procedure 17-3 - Electronic Monitoring
• Procedure 18-9 - Procedures for Salary Administration (Regular Non-Unionized Support Staff)
• Procedure 18-10 for Policy 53 - Retirement Allowances for Regular Non-Union Administrators and Support Staff
• Procedure 18-11 - Sick Leave for Regular Non-Unionized Administrative and Support Staff
• Procedure 18-12 - Leave Other Than Sick Leave for Regular Non-Unionized Administrative and Support Staff
• Procedure 18-13 - Refresher Leave
• Procedure 18-14 - Procedures for Self-funded Leave
• Procedure 18-16 - Disciplinary Process (Non-Unionized Administrative and Support Staff)
• Procedure 18-17 - Compensation for administrative senior managers
• Procedure 18-47 - Working Conditions for Non-Unionized Administrative and Support Staff Employed Under Fixed-Term Employment Agreements Human Resources

Forms and other documents