Date and Instance of Approval:
December 7, 1992
Administration Committee
Amendments:
October 25, 2017
October 23, 2024
Responsible Service: Office of the Chief Risk Officer
1. PURPOSE
1.1. The purpose of this policy is to:
1.1.1. establish the commitment and recognize the responsibilities of the University of Ottawa (“University”) with respect to environmental protection and sustainable practices;
1.1.2. define the framework for implementing procedures and directives to ensure environmental matters are addressed responsibly and diligently in the course of University operations and development;
1.1.3. ensure compliance with all applicable environmental laws;
1.1.4. allocate specific responsibilities to various members of the University community; and
1.1.5. provide a platform for sustainable development efforts at the University.
2. DEFINITIONS
In this policy:
“Action plan” means a planned sequence of steps, procedures or activities to solve a problem, mitigate an adverse effect, implement a solution or improve a situation. An action plan has three major elements: (1) specific tasks: what will be done; (2) time horizon: when will specific tasks be done; and (3) resource allocation: who will perform specific tasks and with what resources, including funds where relevant.
“Adverse effect” means one or more of the following impacts flowing from impairment of the quality of the natural environment:
a. impairment of any use that can be made of the natural environment;
b. injury or damage to property or to plant or animal life;
c. harm or material discomfort to any person;
d. impairment of the health and/or safety of any person;
e. degradation of any property, plant or animal life that renders it unfit for human use;
f. loss of enjoyment of normal use of property; and
g. interference with the normal conduct of business.
“Air” means open air not enclosed in a building, structure, machine, chimney, stack or flue.
“Audit” means a systematic, independent, and documented process for obtaining evidence and evaluating it objectively to determine the extent to which the criteria are fulfilled.
“Campus Sustainability Committee” means the committee reporting to the Vice-President, Finance and Administration to advise on matters related to creating a more sustainable campus.
“Directive” means a document prepared by a faculty or service establishing, defining, and communicating guidance on how the efforts, objectives and activities of members of that faculty or service shall be aligned with and support University policies, regulations and procedures.
“Document” includes a written account, sound recording, videotape, film, photograph, chart, graph, map, plan, survey, book of accounts and information recorded or stored by means of any device.
“Due diligence” means reasonable steps taken by a person in order to satisfy a legal requirement. It is the level of judgment, care and prudence that a reasonable person would be expected to apply under a given set of circumstances.
“Environmental laws” means those statutes and regulations that apply to the University (including any laws, regulations, rules, ordinances, restrictions, regulatory policies or guidelines, by-laws (zoning or otherwise) or orders of any federal, provincial or municipal governmental or regulatory body having jurisdiction) and that govern the protection of the natural environment.
“Environmental management program” means a program designed to support implementation of this policy and the overall goal of reducing negative environmental impacts.
“Environmental Management System” or “EMS” means a set of programs, procedures, processes and practices that enable an organization to achieve the goals of this policy, reduce detrimental environmental impacts and increase its operating efficiency.
“Environmental risk” means a potential event, occurrence or condition that, if it occurs, may result in an adverse effect.
“Environmental risk assessment” means the process for estimating the likelihood or probability of an adverse effect resulting from human activities.
“Environmental Risk Management Plan” or “ERMP” means a plan prepared to foresee specific environmental risks, estimate and assess their potential impacts (whether high or low), and define responses and mitigation strategies.
“Incident” means an undesired event resulting in damage to property or the environment, for example, a fire, spill, or breakage of material.
“Inspection” includes an examination, survey, test or inquiry.
“Land” means surface land not enclosed in a building, land covered by water, and all subsoil, or any combination or part thereof.
“Natural environment” means the air, land and water, or any combination or part thereof.
“Office of Campus Sustainability” means the office established within Facilities as a source of expertise for the University relating to campus sustainability.
“Procedure” means a codified University practice, instruction or process that defines specific courses of action or explains how to apply a University policy or regulation or environmental law.
“Senior management within faculties and services” means managers who actively participate in the daily supervision of administrative processes within faculties or services.
“Student” means a person who is enrolled in a course or program of study and/or research endeavour at the University who is not performing work or supplying services to the University. A student may be at an undergraduate or graduate level.
“Supervisor” means a person who has charge of a workplace or authority over a worker or another person. The determination as to whether a person is a supervisor does not depend on that person’s job title. Rather, it depends on whether the person is responsible for a location (for example, an office or laboratory) where work is performed on a paid or unpaid basis or whether the person gives direction to complete work performed by workers, students, visitors or volunteers. Depending on the workplace relationship, a supervisor may include, for example, the President, vice-presidents, directors, deans, chief administrative officers, managers, professors or principal investigators.
“Sustainability Plan” means a plan to improve the efficient use of resources and implement sustainability practices in accordance with the University’s policies and strategic plan.
“Sustainable” means operating in a fashion that, to the extent reasonably possible, does not unnecessarily or irreversibly deplete resources, damage the environment, or diminish quality of life.
“Visitor”, “volunteer” and/or “learner” means a person who is not a worker or a student but who performs work at the University workplace for other reasons, which are typically associated with personal education, training or experience. For greater clarity, the duties of “workers” apply to visitors and volunteers. The duties of “supervisor” apply to those who supervise visitors and volunteers.
“Water” means either surface water and/or ground water.
“Worker” means any of the following:
a. a person who performs work or supplies services for monetary compensation. This means any University employee and includes any person who performs work or supplies services for monetary compensation. Students hired by the University to perform paid work-study program duties or co-operative education placement duties for the University are considered workers;
b. a secondary school student who performs work or supplies services for no monetary compensation under a work experience program authorized by the school board that operates the school in which the student is enrolled;
c. a person who performs work or supplies services for no monetary compensation under a program approved by a college of applied arts and technology, university or other postsecondary institution;
d. such other persons as may be prescribed by the Occupational Health and Safety Act who perform work or supply services to an employer for no monetary compensation.
3. APPLICATION
3.1. This policy must be applied in conjunction with applicable environmental laws and the University’s administrative policies and procedures.
3.2. This Policy applies to all members of the University of Ottawa community, including its senior officers, deans, directors, managers, supervisors, workers, volunteers, students and visitors. Contractors hired by the University shall comply with the applicable legislation and policies, where warranted.
4. PRINCIPLES
4.1. The University is committed to the protection of the environment, including the prevention of pollution, managing its operations and development responsibly, ensuring optimal environmental performance in compliance with its obligations under all applicable environmental law as the minimum standard, and to provide the necessary resources to fulfil these commitments.
4.2. The University is committed to engaging in and promoting, among all members of the University community, sound environmental management and sustainability practices.
4.3. The University is committed to monitoring and continually improving its environmental performance and its Environmental Management System (EMS).
5. RESPONSIBILITIES
5.1. The Vice-President, Finance and Administration shall be accountable for:
5.1.1. ensuring the establishment and update of the University’s environmental management and sustainability policy;
5.1.2. ensuring that the University’s environmental management and sustainability policy and environmental law are actively promoted throughout the University community;
5.1.3. promoting the establishment of a culture of environmental responsibility, sustainability, and effective business, institutional and research practices that minimize environmental impacts;
5.1.4. ensuring the development and improvement of the University’s Environmental Management System (EMS); and
5.1.5. ensuring the establishment and maintenance of faculties’ and services’ sustainability plans.
5.2. The Office of the Chief Risk Officer shall be responsible for:
5.2.1. developing, establishing, improving and supporting an appropriate and efficient EMS with environmental management programs and procedures, strong environmental compliance and assurance, and sustainability culture among members of the University community;
5.2.2. creating, maintaining and updating records necessary for the effectiveness of the EMS and retaining such records in accordance with the University’s records retention schedule;
5.2.3. communicating to senior management within faculties and services the approved procedures on specific areas covered by this policy and the University’s EMS for application throughout the University;
5.2.4. assisting senior management within faculties and services in establishing and supporting environmental management programs and procedures, including environmental risk management plans (ERMPs);
5.2.5. assisting supervisors in the development and establishment of directives necessary to ensure adherence to this policy and related procedures, encourage and assure environmentally compliant practices;
5.2.6. providing assurance to senior management within faculties and services that members of the University community with environmental management and sustainability responsibilities fulfill those responsibilities and are accountable for compliance with environmental law, this policy and related programs, procedures and directives;
5.2.7. monitoring external regulatory developments and the evolution of best practice standards and communicating relevant related information to the University community for incorporation into the University’s EMS and relevant University policies, programs, procedures, as well as faculty and service directives, as appropriate;
5.2.8. conducting internal monitoring and environmental audits, communicating non-compliance situations to supervisors and assisting faculties and services with the development and review of action plans to mitigate non-compliance;
5.2.9. acting on behalf of the University in all communications and exchanges with regulatory agencies concerned with environmental compliance; and
5.2.10. educating the University community regarding University-related environmental issues.
5.3. Facilities shall be responsible for:
5.3.1. assisting senior management within faculties and services in establishing and maintaining their sustainability plans;
5.3.2. assisting managers in the development and establishment of programs necessary to ensure the implementation of this policy and any related programs, procedures, or directives in order to encourage sustainable behaviours;
5.3.3. implementing monitoring and benchmarking programs that foster the success of the University’s sustainability initiatives and reporting to external bodies on behalf of the University as required or authorized;
5.3.4. developing, establishing, improving and supporting an awareness program to foster the adoption of sustainability values by members of the University community; and
5.3.5. conducting internal monitoring and sustainability audits, communicating non-compliance situations to relevant management, and assisting faculties and services with the development of programs to ensure adherence to their sustainability plans.
5.4. Deans and Associate Vice-Presidents shall be responsible for:
5.4.1. allocating sufficient resources to ensure the effective development and implementation of directives, ERMPs and action plans required to ensure compliance with environmental law, this policy, related programs, procedures and directives within their faculty/service;
5.4.2. supporting adherence, within their respective faculty or service, to this policy and related procedures and directives, responding diligently to incidents or related concerns or enquiries, and investigating any related complaints;
5.4.3. taking corrective action(s), within the scope of their authority, as soon as they are made aware of a circumstance involving non-adherence to environmental law, this policy, related programs, procedures or directives;
5.4.4. ensuring that sustainability plans are developed for their faculties and services that align with the environmental and sustainability goals of the University; and
5.4.5. fostering inquiry into sustainability through teaching, learning, research, with the expectation that students become equipped to address sustainability challenges
5.5. Chairpersons of departments shall be responsible for:
5.5.1. supporting the development, implementation, monitoring and updating of faculty directives relating to protection of the natural environment, reduction of environmental impacts, and compliance with this policy and related procedures at the departmental level;
5.5.2. monitoring adherence and taking corrective action(s), within the scope of their authority, as soon as they are made aware of an environmental incident or a circumstance involving non-adherence to this policy, related procedures or directives, or environmental law;
5.5.3. communicating, at a departmental level, directives applicable to teaching and research activities within the scope of their authority that seek to ensure compliance with environmental law, this policy, related programs, and procedures;
5.5.4. supporting the provision of environmental management information, training and supervision to workers, students, visitors, volunteers and learners within their jurisdiction;
5.5.5. supporting the collection of data and information related to environmental and sustainability activities in support of departmental procedures; and
5.5.6. ensuring that departmental activities are aligned with the sustainability objectives of the University (e.g., procurement, communications, event planning, etc.).
5.6. Supervisors shall be responsible for:
5.6.1. complying with, and informing persons under their authority, of this policy and related programs, procedures and directives;
5.6.2. supporting implementation of environmental management programs and procedures;
5.6.3. monitoring and ensuring compliance by workers, students, visitors, volunteers and learners within the scope of their authority, with requirements specifically applicable to their faculty, service or other University workplace through, inter alia, performance reviews and planning or development processes;
5.6.4. taking corrective action(s), within the scope of their authority, as soon as they are made aware of a circumstance involving non-adherence to environmental law, this policy, related programs, procedures or directives;
5.6.5. controlling environmental risks associated with the work, research, teaching or learning that they supervise and undertaking environmental risk assessments for tasks that are not already governed by a procedure or directive that mitigates potential environmental risks;
5.6.6. systematically tracking and reporting environmental incidents, risks, and near misses to the Office of the Chief Risk Officer ;
5.6.7. promptly reporting deficiencies in resources and training to senior management within faculties and services;
5.6.8. actively participating in training, inspections and audits within their areas of responsibility; and
5.6.9. seeking out and providing training related to the implementation of sustainability related practices and departmental procedures.
5.7. Workers, students, visitors, volunteers and learners shall:
5.7.1. comply with this policy and related programs, procedures and directives applicable to their activities at the University;
5.7.2. seek guidance, as the need arises, regarding environmental incident mitigation measures and reporting procedures and directives, and comply with instructions given by incident response personnel;
5.7.3. follow sound environmental practices at all times;
5.7.4. report to their immediate supervisor or other person in authority, in a timely manner, any environmental hazard, incident, near miss, or other situation that may lead to an adverse effect;
5.7.5. avoid carelessly or recklessly endangering the environment or creating a situation that may lead to an adverse effect;
5.7.6. take corrective action(s), within the scope of their authority or ability, as soon as they become aware of an environmental incident or a circumstance involving non-adherence to environmental law, this policy, or related programs, procedures or directives; and
5.7.7. consider the economic, environmental, and the social impacts of any activities carried out on behalf of the University.
6. REPRISALS PROHIBITED
6.1. No individual shall be disciplined, penalized, coerced, dismissed, intimidated or suspended because they have, in good faith, complied with environmental laws, this policy or related programs, procedures, directives or plans.
7. POLICY REVIEW AND AMENDMENT
7.1. The Office of the Chief Risk Officer is responsible for periodic review of this Policy and for proposing any amendments to it.
7.2. Amendments to this Policy shall require the approval of the Administration Committee.
7.3. The Vice-President, Finance and Administration may establish, amend, and abrogate procedures for purposes of the effective implementation of this Policy, provided that such procedures are consistent with the provisions of this Policy.
7.4. Notwithstanding clause 7.2 of this Policy, the Secretary-General may amend this Policy without the need to submit such amendment to the Administration Committee for approval if such amendment is required to:
7.4.1. update or correct the name or title of a position, unit, law, regulation, policy, procedure or authority; or
7.4.2. correct punctuation, grammar, typographical errors, revisions to format and other technical revisions, where appropriate, if the correction does not change the meaning of a provision or make such other correction if it is patent both that an error has been made and what the correction should be; or
7.4.3. correct the form of expression of a provision in French or in English to be more compatible with its form of expression in the other language; or
7.4.4. make consequential amendments to conform with or arising from another University by-law, resolution, policy or procedure.