Administrative Policies & Procedures - Sept 2020

Administrative Policies and Procedures ADMINISTRATIVE POLICIES ADMINISTRATIVE PROCEDURES: A) GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES B) ACADEMIC PROCEDURES C) FINANCE PROCEDURES D) HUMAN RESOURCES PROCEDURES E) INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES

UPDATED: SEPTEMBER 2, 2020

North West College Administrative Policies and Procedures

Revised: September, 2020

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES ================================================================== INDEX 1.0 1.01

GENERAL Administrative Policies and Procedures Manual Guidelines

2.0 2.01 2.02 2.03 2.04 2.05

COMMUNITY Whistleblower Sexual Assault and Sexual Violence Anti-Harassment Scent-Free Drug and Alcohol

3.0 3.01 3.02 3.03 3.04 3.05 3.06 3.07 3.08

ADMINISTRATION Occupational Health & Safety Committee Tobacco Use in College Facilities and Vehicles Computer Use Policy & Procedural Guidelines Acceptable Use Agreement Emergency Response Video Surveillance Student Housing College Vehicles Interruption in Operations Due to Campus or Program Site Closure

4.0 4.01 4.02 4.03 4.04 4.05 4.06 4.07 4.08 4.09

ACADEMIC Fitness-to-Attend Student Performance and Discipline Student Appeal Process Basic Education Program Applicant Assessment & Placement Waitlist Placement and Management Prior Learning Credits Courses of Instruction Exam Invigilation Injury Coverage for Work Placement Program Students

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5.0 5.01 5.02 5.03 5.04 5.05 5.06 5.07 5.08 5.09 5.10 5.11 5.12 5.13 5.14 5.15 5.16 5.17 5.18 5.19 5.20 5.21 5.22

FINANCE Administrative Authority Matrix College Agreements Corporate Credit Cards Procurement Receiving & Inventory Control Furniture & Equipment Transfers Tangible Capital Assets Provincial Sales Tax – (PST on Items for Resale) Facilities and Equipment Pricing Policy - Textbooks and Materials Accounts Receivable, Bed Debts and Allowance for Doubtful Accounts Processing of the Provincial Training Allowance (PTA) Student Fees and Refunds Tuition – Graduate Level Programs International Education & Development Project Participation Reimbursement of Expenses Payment of Salary for Three Days Between Christmas & New Year Revenue Recognition Copyright Fair Dealing (Copyright) Legal Services Tangible Asset Disposal

6.0 6.01 6.02 6.03 6.04 6.05 6.06 6.07 6.08 6.09 6.10 6.11 6.12 6.13 6.14

HUMAN RESOURCES Professional Development Fund Fitness-to-Work Supervision, Evaluation, and Development of Professional Staff General Personnel Unionized Staff Performance Appraisals Staffing Reports Employee and Family Assistance Program Pressing Necessity and Bereavement Leave Employee Participation in Community Interest Non-Credit Courses Education Support Program Computer Assistance Purchase Confidentiality & Intellectual Property Recognition of Long Service, Education Attainment, Resignation and Retirement Criminal Record Checks & Criminal Charges Notification Employee Code of Conduct Accommodation Work from Home

6.15 6.16 6.17 6.18

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7.0 7.01 7.02 7.03 7.04

INFORMATION & MATERIAL MANAGEMENT IT Security Management Anti-Spam Cell Phone Records Retention and Disposal

8.0 8.01 8.02 8.03

ADVANCEMENT & COMMUNICATIONS Student Financial Support Program Social Media College Ceremonies Protocol ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 1.01 Subject:

Administrative Policies and Procedures Manual Guidelines

Approval/Amendment Date(s): November 9, 1995 Associated Procedure/Documents: A 1.01 Administrative Policies and Procedures Manual Guidelines Next Review Date: Purpose/Philosophy: The College believes policy which is well developed and efficiently administered is the foundation for effective management of the College. The College further believes policies and procedures need to be developed in consultation with staff and clearly communicated to staff.

1.0 Policy: Board motion #2079/90 states that established policies and procedures to be followed in the day-to-day administration of the College are to be clearly set out in an Administrative Policy and Procedures Manual. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 2.01 Subject:

Whistleblower

Approval/Amendment Date(s): June 21, 2018 Associated Procedure/Documents: Next Review Date: Policy: North West College is committed to maintaining high ethical standards and legitimate business practices and wishes to encourage the identification and prevention of any misconduct that may affect this commitment.

1.0 Responsibility: The College encourages employees to share their questions, concerns or complaints regarding unethical or illegal conduct with their supervisor both verbally and in writing. Supervisors are required to report complaints or concerns about suspected ethical and legal violations in writing to their Director, who, in turn, has the responsibility to investigate all reported complaints and inform the President regarding the investigation.

2.0 Limitation: a) In the event that an employee seeks to disclose matters concerning their supervisor, the employee shall contact their Director. b) In the event that an employee seeks to disclose matters concerning their Director, the employee shall contact the President. b) For concerns regarding the President, consult the North West College Board Bylaws and Policies.

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3.0 Oversight: The President is responsible for ensuring that all complaints about unethical or illegal conduct are investigated and resolved. The President will advise the Board of Directors of all complaints and their resolution.

4.0 Compliance: All employees must cooperate fully during an investigation of suspected wrongdoing. The College will assist an employee who makes a good faith report pursuant to this policy. Retaliation against an employee(s) who reports a violation, as a witness or is involved in an investigation may result in formal discipline or dismissal. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 2.02 Subject:

Sexual Assault and Sexual Violence

Approval/Amendment Date(s): March 1, 2016, March 6, 2018, March 31, 2020 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: All members of the College community have a right to work and study in an environment free from any form of sexual violence. Our policy is without prejudice including sexual orientation, gender, gender identity, or relationship status. This policy ensures those who experience sexual violence are supported and their rights respected. The College also has a process of investigation that protects the rights of individuals and holds individuals who have committed an act of sexual violence accountable.

1.0 Scope: 1.01 This policy pertains to all acts of sexual violence which occur: a) on College property; b) at a program delivery site; c) during travel for the express purpose of College business; d) during College sponsored event; or e) during the performance of official College business.

1.02 All members of the College community must adhere to, and are protected under, this policy including: a) staff; b) students; c) board members; d) contractors; e) visitors; and f) guests.

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2.0 Policy: 2.01 The College will not tolerate sexual violence including sexual assault.

2.02 Anyone who has experienced sexual violence has the right to pursue criminal or civil legal avenues whether or not they choose to proceed under this Policy.

2.03 Any member of the College community who has experienced sexual violence is strongly encouraged to make a disclosure of the incident to an employee of the College.

2.04 All reported incidents of sexual violence made in good faith, by either a survivor or witness, will be thoroughly investigated in a manner that ensures due process and is handled respectfully.

2.05 The College will offer relevant supports to individuals who have experienced sexual violence.

2.06 False or vexatious complaints will not be tolerated.

2.07 If through internal investigation the allegations made against the respondent are found to be substantiated, the respondent will be subject to disciplinary action up to and including termination, discontinuation, censure, or dismissal.

3.0 Commitments: The College commits to the following in addressing and preventing sexual violence in the College community. a) The College commits to the following to create an environment and culture free of sexual violence: i) monitoring and updating policies to ensure that they remain effective and in line with other existing policies and best practices; ii) addressing harmful attitudes and behaviours; iii) ensuring coordination and communication respects privacy; iv) engaging in prevention activities; v) encouraging understanding and disclosure of sexual violence; and vi) providing information to the College community regarding the sexual violence policies and procedures. b) The College commits to the following in the investigation of sexual violence: i) all reports of sexual violence are taken seriously and are addressed in a timely fashion; ii) fairness and due process; iii) ensure appropriate procedures for investigation and adjudication of a disclosure are in accordance with: legislation; College policies and procedures; and applicable collective agreements; iv) where reasonably possible, protection of privacy for those survivors and witnesses that disclose during and after an investigation; CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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v) where reasonably possible protection of privacy for those responding to the accusation during and after an investigation; and vi) informing all survivors of their ability to file a police report and, regardless of their decision to do so, internal investigation procedures are executed. c) The College commits to the following survivor supports: i) assist those who have experienced sexual violence by providing choices including: (a) provision of and/or referral to counselling; (b) medical care; and (c) information about legal options. ii) treat individuals who disclose sexual violence with compassion recognizing that they are the final decision-makers about their own best interests. iii) provide appropriate academic, emotional and behavioural supports and/or accommodations. d) The College commits to the following respondent supports: i) assist those who have been accused of sexual violence by providing choices including: (a) provision of and/or referral to counselling; and (b)information about legal options. ii) provide appropriate academic, emotional and behavioural supports and/or accommodations. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 2.03 Subject:

Anti-Harassment

Approval/Amendment Date(s): November 1, 2012, December 5, 2019 Associated Procedure/Documents: Procedure 1.02 Harassment Complaint Procedures, Occupational Health and Safety Act & Regulations, the Human Rights Code Next Review Date: Policy: All members of the College community are entitled to a harassment free environment. The College is committed to ensuring a harasment free environment where everyone is treated with dignity and respect. As part of this commitment, the College will develop proactive programs in an effort to prevent all forms of harassment.

1.0 Scope: All members of the College community must adhere to this policy including: a) staff; b) students; c) board members; d) contractors; e) visitors; f) volunteers; and g) guests.

2.0 Definition of Harassment: In accordance with the Saskatchewan Employment Act and Regulations and the Human Rights Code, harassment means any unwanted or unwelcome action by any person against another whether it be verbal, written, or physical and which: a) Is based on: i) ancestry, colour, race or perceived race; CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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ii) iii) iv) v) vi) vii) viii) ix) x) xi) xii)

nationality or place of origin; religion or religious creed; sex (includes pregnancy); marital status; family status (parent-child relationships); disability (mental or physical); sexual orientation; gender identity; gender expression; receipt of public assistance; or age (18 or older).

b) Is of a sexual nature. Sexual harassment may be verbal, physical or visual. It may be one incident or a series of incidents. It is always unsolicited and unwelcome behaviour, and can take many forms, including but not limited to: i) sexual remarks; ii) “jokes� with sexual overtones; iii) a sexual advance or invitation; iv) displaying offensive pictures or photographs; v) threats; vi) leering; vii) physical contact like touching, patting, pinching or brushing against another person; or viii) sexual and physical assault. c) Is of a personal nature. Personal harassment adversely affects the worker's psychological or physical well-being and is conduct or displays that the person knows or ought reasonably to know would cause a worker to be humiliated or intimidated. Under this category the harassment must: i) involve repeated action or display; OR ii) involve a single, serious occurrence that has been established to have caused a lasting harmful effect on a worker; AND iii) not be any reasonable action that is taken by an employer or supervisor relating to the management and direction of the employer's workers or the place of employment. d) Some examples of harassment include: i) unsolicited physical contact, pushing, grabbing or touching; ii) comments, looks, suggestions which might reasonably be found by the affected employee to be unwelcome, objectionable, offensive, or to cause discomfort; iii) vandalism of personal property; and iv) gender or ethnic based insults or taunting.

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3.0 This harassment policy does not extend or apply to: a) Day to day management or supervisory decisions involving work assignments, job assessment and evaluation, workplace inspections, and disciplinary action; b) Harassment that occurs outside of the College. For example, harassment that occurs during a union meeting or while attending a social gathering after hours is not covered. However, harassment that occurs while attending a conference or training session at the request of the College would be covered by this policy; c) Conduct which all parties agree is inoffensive or welcome; d) Normal social contact between people based on a position of equality and/or mutual consent does not for these purposes constitute harassment; e) Occasional conflict or disagreements in the workplace.

Harassment can exist even where there is no intention to harass or offend another.

Everyone must take responsibility to ensure his or her conduct or display is not offensive to another.

4.0 The College’s Commitment: The College, its Managers and Supervisors will take all complaints of harassment seriously and is committed to implementing this policy and to ensuring it is an effective means to prevent and stop harassment and create a productive and respectful workplace and educational institution.

This commitment includes: a) Informing all persons of their rights and obligations – a copy of the policy will be provided to all employees and will be available in visible College program sites; b) Training all persons in implementing this policy – information meetings will be held periodically to explain the policy. New employees will receive the policy during their orientation and senior management and supervisors will be asked to set a good example and foster a respectful workplace; c) Assigning responsibility for implementing this policy as detailed in the procedures (refer to the public directory or contact HR for a listing of procedures and related options); d) Protecting College community members from reprisal or embarrassment for trying to stop or prevent harassment – all complaints will be held in the strictest confidence except where disclosure is necessary for investigation or corrective action or as required by law; e) Promptly taking the action necessary to stop and prevent harassment when it occurs or has occurred – appropriate action will be taken against persons CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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who are or were engaged or participated in harassment. This action should be sufficient to ensure the harassment stops and does not happen again.

5.0 College Community Members Duties: All community members of the College shall: a) Promptly take the action necessary to stop and prevent harassment when it occurs or has occurred; b) Refrain from causing or participating in the harassment of another person; and c) Cooperate with any person investigating harassment complaints or a person taking any other action defined in the Taking Action to Prevent Harrassment Guide as provided on the public directory and/or the Harassment Complant Process. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 2.04 Subject:

Scent-Free

Approval/Amendment Date(s): September 5, 2017, December 5, 2019 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: A fragrance-free environment helps create a safe and healthy workplace. Fragrances from personal care products, air fresheners, candles and cleaning products have been associated with adversely affecting a person’s health including headaches, upper respiratory symptoms, shortness of breath, and difficulty with concentration.

1.0 Scope: All members of the College community must adhere to this policy including: a) staff; b) students; c) board members; d) contractors; e) visitors; f) volunteers; and g) guests.

2.0 Policy: a) The College expects that all offices, classrooms and other College spaces used by staff, students and visitors remain free of scented products. b) Personal care products such as cologne, perfume, aftershave lotions, scented lotions, fragranced hair products and/or similar products are not to be worn in the facilities owned and operated by the College including vehicles.

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c) Use of air fresheners and candles are prohibited from the facilities owned and operated by the College including vehicles. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 2.05 Subject:

Drug and Alcohol

Approval/ Amendment Date(s): July 11, 2018, October 5, 2018 Associated Procedure/Documents: Policy 6.16 Employee Code of Conduct, Policy 4.02 Student Performance and Discipline Next Review Date: Purpose/Philosophy: The College views drugs and alcohol as hazards to the workplace and risk to the reputation of the College. College community members have the right to work, study and reside in an environment free of substance abuse and with persons free from the effects of drugs and alcohol. The College strives to provide a safe and comfortable environment.

1.0 Scope: All members of the College community must adhere to this policy including: a) staff; b) students; c) board members; d) contractors; e) visitors; f) volunteers; and g) guests.

2.0 Policy: 2.01 Alcohol and Drug Use: a) College community members are prohibited from; cultivating, distributing, selling, possessing, being impaired by, or under the influence of, drugs, alcohol or other controlled substances on College property, in College vehicles or in the performance of College business.

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b) Members who report to attend/work/study under the influence or impaired will be sent home via safe transportation immediately. c) College community members are obligated to inform the College if they are under the influence or impaired by the use of drugs (legal or illegal) that could adversely affect their job/academic performance, their safety, or the safety of others. Staff members must disclose to Human Resources to invoke the Accommodation Policy. d) Alcohol or drug use (legal or illegal), which adversely affects the job/academic performance or attendance or which could jeopardize the safety of other community members and College property, or violation of the clauses above may result in disciplinary action up to and including termination of employment, termination of contract, refusal of service, discontinuation of program, and/or termination of residence agreement.

2.02

Permitted Alcohol Use: College community members are allowed to use alcohol in the following scenarios: a) College hosted and/or sponsored events; b) social gatherings and events hosted by College vendors or other related organizations; and c) when the member is representing the College at events or social gatherings.

College community members are expected to demonstrate reasonable and responsible use of alcohol and safeguard the reputation of the College. Failure to comply with these expectations may result in disciplinary action up to and including termination of employment, termination of contract, refusal of service, or discontinuation of program.

2.03

Alcohol and Drug Addiction a) College community members suffering from an alcohol or drug problem are strongly encouraged to seek medical treatment and rehabilitation through community programs before the problem interferes with job/academic performance. The decision to seek diagnosis and accept treatment for any suspected illness is the responsibility of the College community member. b) At any time staff members are eligible to confidentiality access the Employee Family Assistance Program. c) Staff members must disclose to Human Resources their addiction to invoke the Accommodation Policy.

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Definition: Impairment: The state of being mentally or physically diminished, weakened or damaged as a result of the consumption of alcohol and/or legal/illegal drugs (including prescription medications). ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 3.01 Subject:

Occupational Health & Safety Committee

Approval/Amendment Date(s): November 9, 1995, September 20, 2001, November 5, 2002, September 20, 2005 Associated Procedure/Documents: Procedure 1.03 Occupational Health and Safety Committee, The Occupational Health and Safety Regulations Next Review Date: Purpose/Philosophy: The Board, management, and employees of North West College share a common concern for the health and safety of all College employees and recognize the importance of a cohesive, cooperative approach to ensuring a healthy, safe work environment.

1.0 Policy: Occupational Health and Safety Committees will be established at the College with representation from employees and management. Committees shall be concerned with matters which may affect the health, safety, and welfare of employees at any site where the College delivers services or programs. These committees will provide a forum through which employees may bring forward safety and health concerns within the workplace. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 3.02 Subject:

Tobacco Use in College Facilities and Vehicles

Approval/Amendment Date(s): November 3, 1995, Sept 17, 2013, July 11, 2018, March 31, 2020 Associated Procedures/Documents: Procedure 1.04 Tobacco Use in College Facilities and Vehicles, The Tobacco Control Act Next Review Date: Purpose/Philosophy: The College believes students and staff should learn and work in a healthy environment. The purpose of this policy is to provide an environment that encourages people to be tobacco-free, establishes a culture of wellness, improves health and promotes a tobacco-free future.

1.0 Scope: All members of the College community must adhere to, and are protected under, this policy including: a) staff; b) students; c) board members; d) contractors; e) visitors; and g) guests.

2.0 Policy: a) Tobacco use is prohibited in College buildings, on College campus property, at College program sites, and in College owned or rented vehicles. b) Tobacco use is restricted to designated sites on College residential property. c) Breaches to this policy will be addressed through the appropriate disciplinary measures as outlines in the Employee Code of Conduct, Collective

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Bargaining Agreement, Student Performance and Discipline Policy, Board Policy #5, or as deemed appropriate for contracts, visitors and guests.

3.0 Definition: Tobacco Use: Tobacco use includes the possession of any lighted tobacco product, vaping tobacco products or use of any oral tobacco product. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 3.03 Subject:

Computer Use Policy & Procedural Guidelines Acceptable Use Agreement

Approval/Amendment Date(s): September 1, 2009, May 1, 2013, December 5, 2019 Associated Procedure/Documents: Procedure 1.05 Computer Use Policy & Procedural Guidelines Acceptable Use Agreement Next Review Date: Policy: The use of College computing and network information resources is a privilege.

Accordingly, any and all users of the College networks and computer resources are responsible for the proper use and protection of those resources. Improper usage is defined at the College’s discretion and may be updated at any time, therefore what is deemed as improper usage may be encompassed by the policy and guidelines listed below, but is certainly not limited thereto.

North West College may restrict unlimited electronic access. If an imposed limitation interferes with a user's activity, the user may direct a written request for a waiver to his or her Director, who shall, on approval, forward the request to the Director of Finance and Administration for further review. The College reserves the right to limit the use of any and all Information Technology resources based on institutional priorities, technical capacity, and fiscal considerations.

1.0 Scope: All members of the College community must adhere to this policy including: a) Staff; b) students; c) board members; d) contractors; e) visitors; f) volunteers; and g) guests.

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2.0 Authorization: Access to the College technology resources is within the sole discretion of the College.

Generally, students and/or employees are given access to the College's various technologies based on their requirements for learning and/or job functions. Only authorized users will be permitted to use these resources. Authorization is acquired through the Director of Finance and Administration and/or their designate.

All employees and students of North West College must sign the Computer Usage Agreement form prior to gaining access to the computer network and its resources. No exceptions will be made for this.

Any and all use of the computers contained within North West College and its campuses is subject to this policy and the details contained within.

3.0 Access to Communications and/or Data: a) Students and employees should understand that they have no right of privacy with respect to any messages or information created or maintained on the College's technology resources, including personal information or messages.

The users are responsible for their data and its security.

All messages sent and received, including personal messages, and all data and information stored on the College's electronic mail system, or computer systems are College property regardless of the content. As such, the College reserves the right to access all of its technology resources including its computers, and electronic mail systems, at any time, in its sole discretion. The College also reserves the right at its discretion and without notice to review any electronic files and messages to the extent necessary to ensure electronic media and services are being used in compliance with the law, this policy and other company policies, or to investigate misconduct, to locate information, or for any other business purpose. b) Usage of the internet services provided by the College to transmit any material that violates any applicable law, policy, or regulation is strictly prohibited. c) Passwords do not confer any right of privacy upon any employee of the College. students and employees are expected to maintain their passwords, keeping them confidential at all times. Passwords should be changed on a regular basis or if they are thought to be compromised. d) Users are responsible for the security of their accounts and as such are responsible for any and all activities that occur under the account.

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4.0 Personal Use: The technology, computers, electronic media and services provided by the College are for student use relating to educational research and support; and business use to assist employees in the performance of their jobs. Under no circumstances are students or employees to install personal software on College computer(s), unless prior written approval is obtained from the IT Coordinator.

The College assumes no liability for loss, damage, destruction, alteration, disclosure, or misuse of any personal data or communications transmitted over or stored on the College's technology resources. Further, the College accepts no responsibility or liability for the loss or non-delivery of any personal electronic mail communications or any personal data stored on any College property.

The College also prohibits storage of any personal data on any of the College's technology resources. Should a user be found in violation of this, their access may be removed if proper cause is found to do so.

5.0 Prohibited Communications: The computers available to employees and students at North West College cannot be used for knowingly copying, transmitting, retrieving, or storing any communication that is: a) b) c) d) e)

Discriminatory or harassing; derogatory to any individual or group; obscene, sexually explicit, pornographic, defamatory or threatening; in violation of any license governing the use of software; engaged in for any purpose that is illegal or contrary to College policy or in a manner contrary to the best interests of the College, in any way that discloses confidential or proprietary information of the College or third parties, or for personal or pecuniary gain; or f) protected by copyrights laws unless the employee has the author's permission or is accessing a single copy only for the employee's reference.

6.0 The Internet and Online Services: The College provides authorized students and employees access to online services such as the Internet. The College expects that students and employees will use these services in a responsible way and for business related purposes only. Under no circumstances are students or employees permitted to use the College's Technology Resources to access, download, or contribute to the following for: CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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a) Gross, indecent, or sexually oriented materials; b) entertainment sites (Gaming sites; sites related to television, movies, sports, etc.); c) streaming radio/video sites for non-College purposes; d) gambling sites; e) illegal drug oriented sites; f) social networking sites (Facebook, LinkedIn etc.) for non-College purposes; g) any websites allowing the user to bypass security measures put in place by the College; or h) personal web pages of individuals.

Additionally, students or employees must not sign "guest books" at websites or post messages to Internet news groups or discussion groups at websites. These actions will generate junk electronic mail and may expose the College to liability or unwanted attention because of comments that students or employees may make.

7.0 Participation in online forums: a) Students and employees should remember that any messages or information sent on College-provided facilities to one or more individuals via an electronic network – for example, Internet mailing lists, bulletin boards, and online services – are statements identifiable and attributable to the College. As such, this should be done in a respectable, courteous, and professional manner. b) The College recognizes that participation in some forums might be important to the educational research and learning process of students, as well as assist employees in the performance of one’s job. For instance, an employee might find the answer to a technical problem by consulting members of a news group devoted to the technical area. However, one should use caution before participating in any forum and should be approved by the appropriate supervisor for employees and instructor for students in advance. c) This will help to maintain the security and privacy of the equipment and College network, as well as aid in preventing security threats from occurring.

8.0 Software: To prevent computer viruses from being transmitted through the College's computer system, unauthorized downloading of any unauthorized software is strictly prohibited.

Prohibited software includes, but is not limited to, such programs that allow downloading and/or distribution of copyright material (games, music, movies, etc.), software to circumvent or bypass security measures on the laptop or network, any other software that will compromise the integrity of the laptop or College network, etc. These types of programs introduce a high security risk to the College computing environment. No CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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student or employee may load any software on the College's computers, by any means of transmission. All software installations must be authorized in advance by the Information Technology Coordinator. Software can only be installed by a member of the Information Technology department.

This will help to maintain the integrity of the equipment and network, as well as ensure the legality of licenses, interoperability with other software and hardware, and aid in preventing additional issues from occurring and reduce the time required to resolve them.

9.0 Laptops/Portable Hardware: As laptops are portable, they are liable to physical damage and theft. Any person with access to a NWC owned laptop must assume a reasonable amount of responsibility for its safety against theft or damage. In the event that a laptop is presumed stolen, the IT Coordinator must be notified immediately and a police report will need to be filed by the individual who was assigned the laptop. The IT Coordinator must receive a copy of this report. a) Audit - The College reserves the right to audit any laptop at any time that does not disrupt normal business and/or academic functions. b) Personal Data - NWC assumes no responsibility for personal data residing on laptop hard drives, or data loss due to failures, repairs, or at any other time. c) Reasonable Care of your NWC Laptop - Although, some repairs may be covered by the warranty on your NWC laptop, users are reminded that they are primarily responsible for taking reasonable care of their NWC laptop. Any damage that occurs to a laptop could possibly result in user downtime while the system is repaired or replaced. Users must adhere to the Laptop Reasonable Care Guidelines listed in the Public Directory. d) Negligence - If your laptop or accessories are damaged or stolen due to negligence you may be charged the full repair or replacement value of the laptop or required components.

10.0 Security/appropriate use: a) Students and employees must respect the confidentiality of other individuals' electronic communications. Except in cases in which explicit authorization has been granted by College management, students or employees are prohibited from engaging in, or attempting to engage in: CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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i) Monitoring or intercepting the files or electronic communications of other students or employees or third parties; ii) Hacking or obtaining access to systems or accounts they are not authorized to use; iii) Using other people's log-ins or passwords; iv) Breaching, testing, or monitoring computer or network security measures; and v) Using software, websites, or any other means to bypass security measures or obtain unauthorized information. b) No email or other electronic communications can be sent that attempt to hide the identity of the sender or represent the sender as someone else. c) Electronic media and services should not be used in a manner that is likely to cause network congestion or significantly hamper the ability of other people to access and use the system. d) Anyone obtaining electronic access to other companies' or individuals' materials must respect all copyrights and cannot copy, retrieve, modify or forward copyrighted materials except as permitted by the copyright owner. e) The College has installed a variety of programs and devices to ensure the safety and security of the College's technology resources. Any student or employee found tampering or disabling any of the College's security devices will be subject to discipline up to and including account termination and suspension.

Violation of any of these policies will result in an immediate removal of computer access and in some cases a review by administration of the incident pending additional action.

11.0 Confidential information: The College is very sensitive to the issue of protection of College information, and other confidential and proprietary information of both the College and third parties ("Confidential Information"). Therefore, students or employees are expected to use good judgment and to adhere to the highest ethical standards when using or transmitting Confidential Information on the College's technology resources.

Confidential Information should not be accessed or distributed through the College's technology resources in the presence of unauthorized individuals. Similarly, confidential information should not be left visible or unattended. Moreover, any confidential information transmitted via e-mail should be marked with the following: "This message contains confidential information, unless you are the intended recipient (or authorized to receive for the recipient) you may not copy, use, or distribute this CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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information. If you have received this message in error, please advise the sender and delete this email.�

Should you feel that any confidential information has been compromised, please bring the issue to the attention of your immediate supervisor, your instructor or the Information Technology department.

13. Violations: Any student or employee who abuses the privilege of their access to the College computers and network, and violates the terms of this policy will be subject to appropriate corrective or disciplinary action as set forth in: a) For students: Administrative Policy 4.02 – Student Performance and Discipline. b) For in-scope staff: the Collective Bargaining Agreement. c) For out-of-scope staff: Personnel policies for out-of-scope staff. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 3.04 Emergency Response

Subject:

Approval/Amendment Date(s): November 6, 2007, March 1, 2016 Associated Documents: Emergency Response Plan Next Review Date: Purpose/Philosophy: Preservation of life is the College’s first priority in responding to any emergency. The College is also committed to mitigating damages incurred during an emergency and to recovering and restoring operations as quickly as possible. It is the intent of this policy to provide a consistent framework for staff, students and clients of the College to: a) prepare for, mitigate, and respond effectively to an emergency situation; b) enhance the safety and security of the College’s ongoing operations; and c) mitigate the long-term effects of an emergency on the College’s mission and operations.

1.0 Scope: This policy shall apply to all staff, students, and clients of North West College and intends to cover, but is not limited to, the following emergency situations: a) b) c) d)

natural/environmental disasters; medical emergencies; violent threats or behavior; or large disorderly assemblies.

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2.0 Definitions: Emergency Situation: For the purpose of this policy, an emergency situation is an unplanned event or incident, which may result in one or more of the following: a) b) c) d)

death or significant injury to staff, students, or visitors; disruption of critical operations; physical or environmental damage; or suppression of, or a threat to, the College’s public image.

3.0 Policy: a) The College will set forth the protocol and procedures for responding to emergency situations in an administrative manual. This manual, known as the North West College Emergency Response Plan (ERP), will be developed by the Emergency Response Committee.

The ERP will: i) identify the composition and responsibilities of the Emergency Response Committee; ii) articulate the emergency procedures and protocol for the entire College; iii) establish a training plan to educate College staff; and iv) establish a communications protocol for use in the event of an emergency situation. b) The Emergency Response Committee will review the ERP on an annual basis.

4.0 Responsibility: It shall be the responsibility of the College’s Director of Finance and Administration to ensure this Emergency Response Policy and the Emergency Response Plan are conducted, communicated, and implemented at all locations. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 3.05 Subject:

Video Surveillance

Approved/Amended Date(s): 2012 Associated Procedure/Documents: Procedure 1.06 Video Surveillance Next Review Date: January 2017 Purpose/Philosophy: The College is committed to the safety and security of staff, students, guests, facilities and assets. To that end the College shall employ video surveillance at the Battlefords and Meadow Lake campuses. The College will maintain policy and procedures in relation to the monitoring and usage of video data.

1.0 Policy: The College’s purpose in relation to video surveillance is to monitor access to College facilities and to safeguard College assets. The College’s video surveillance system shall be operated by those responsible for access control and security. The usage and dissemination of video surveillance records will be at the discretion of the College and as determined by Law. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 3.06 Subject:

Student Housing

Approved/Amendment Date(s): October 22, 2013 Associated Procedures/Documents: Next Review Date: Purpose/Philosophy: Student housing is an important part of the North West College student experience. The College’s purpose in relation to student housing is to encourage the development and operation of accessible and affordable housing to support the academic and educational aims of the College community. To this end, student housing shall be administered in a manner that promotes safe, secure and stimulating environments that are conducive to students’ academic success and personal growth, and foster a sense of community, civic responsibility, and an appreciation of the diversity of the College community.

Effective and efficient operation, planning and management will help to ensure the long term viability of North West College’s Student Housing Operations.

1.0 Policy: a) The College shall operate the Student Residence properties self-sufficiently; thereby not drawing on the College’s operating resources. b) The Director of Finance and Administration shall establish related administrative policies and procedures to ensure the effective and efficient operation of the Student Housing Operations. This shall include a Student Housing Policy and Procedures Manual outlining the expectations of residents. c) The College shall ensure that Student Housing policies and procedures are communicated as required and are reviewed annually by the Executive Management Committee.

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d) The College responsible for Student Housing shall endeavour to be inclusive, fair and equitable in its management and operation of Student Housing properties for the residents it serves. e) The College responsible for Student Housing shall develop annual student housing operating budgets and business plans which are monitored, reviewed and reported upon in the same accordance with College operations. f) Rates will be set by Executive Management annually. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 3.07 Subject:

College Vehicles

Approval/Amendment Date(s): October 22, 2013, May 26, 2020 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: We are committed to supporting our region. Providing safe, reliable transportation for our staff in the execution of College business.

1.0 Scope: North West College operates a central fleet of vehicles.

2.0 Policy: Fleet vehicle usage must relate to College business. Included within the definition of College business are those activities undertaken in partnership and/or integrated with College programming and student associations and/or recreational program activities. a) Minimum Standards for Driving a College Fleet Vehicle - College employees may drive fleet vehicles and may do so only if the following minimum standards are met: i) The employee must possess a valid driver’s license and ensure that Administration has an up to date copy; ii) The employee shall adhere to and notify Administration of any restriction or revocations of their drivers licence. iii) The employee will adhere to all motor vehicle laws in place within the Province of Saskatchewan. b) Fleet Vehicle Booking System - All Employees shall ensure that Administration is provided with an up to date copy of their valid driver’s licence.

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c) Fuel - All fleet vehicles have an assigned vehicle credit card which allows College employees to fuel said vehicle at no cost to the College employee.

Receipts must be turned in with the completed checklist and log sheet when the vehicle is returned. d) Registration and Insurance - Drivers shall ensure that the vehicle registration and insurance documents are in the fleet vehicle before departing. e) Accidents and Damages - Drivers must immediately report all damages and accidents involving fleet vehicles to Administration within 24 hours from returning from the trip. If the damage or accident is deemed significant, a police accident report will need to be filed by the Driver and copy provided to Administration within 48 hours of report of the related damage or accident. f) Additional Restrictions - The “minimum standards” for driving fleet vehicles and other applicable procedures of this policy apply to rental vehicles.

3.0 Occasional Use of Fleet Vehicles by Non College Employees: A student or an employee’s spouse may drive a fleet vehicle if the following minimum standards are met: a) the operator must possess a valid driver’s license; b) an employee has completed a booking entry in the College’s booking system on the operator’s behalf, prior to use; and c) the operator’s use of a fleet vehicle is approved by a Director or designate.

4.0 Operation: a) The employee must complete a booking entry in the College’s booking system prior to use. b) Drivers may not transport children under the age of 13, animals or hitchhikers in fleet vehicles. c) Tobacco use is prohibited in all fleet vehicles. d) Individuals operating and occupants of the fleet vehicle must adhere to all College policies and guidelines relating to such operation as well as all appropriate provincial and federal laws governing the operation of motor vehicles. e) Employees operating fleet vehicles shall be responsible for completing daily pre and post trip inspections of the vehicle and to complete related mileage logs.

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f) Inappropriate use or undue care can result in suspension or revocation of access to fleet vehicles. Non-conformity to any part of the policy can be subject to discipline.

5.0 Vehicle Credit Cards: Vehicle Credit Cards may be utilized for the operating costs relating to College fleet vehicles while conducting College business as follows. These operating costs include: a) fuel; b) oil; c) car washes; d) windshield washer fluid; and e) wipers.

6.0 Repairs to Vehicles: Emergency repairs are authorized without approval for up to $200. Emergency repairs exceeding $200 must be authorized by Administration prior to expenditure. Employees are not expected to perform vehicle repair or maintenance.

7.0 Usage Charges: Fleet vehicle use charges shall be charged to the employee’s responsibility centre at a rate set by Executive Management.

8.0 Citations: Drivers are responsible for promptly paying all vehicle citations. Upon receipt of a citation the College will advise the driver and they will be required to pay the charge.

The responsible driver may also be subject to discipline as determined by the College.

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9.0 Use of Personal Vehicles: A Director may authorize compensation for mileage for the use of a privately owned vehicle where a fleet vehicle is not available or the Director deems private vehicle use more appropriate given the circumstances. Reimbursement rates are determined by the College and follow rates established by the Public Service Commission. It is the responsibility of the employee to: a) ensure they carry minimum liability insurance of $2,000,000; b) if the employee’s use of a personal vehicle for business use exceeds 20%, to have Business Use coverage as determined by SGI; and c) ensure that their vehicle is road worthy. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 3.08 Subject:

Interruption in Operations Due to Campus or Program Site Closure

Approval/Amendment Date(s): May 26, 2020 Associated Procedures/Documents: Next Review Date: Purpose/Philosophy: The College wishes to ensure the health and safety of students and staff. The policy provides guidelines which will necessitate the canceling of classes, or closure of a program service site.

1.0 Scope: This policy applies to all College service sites.

2.0 Policy: The decision to cancel classes or close a campus/program service site can only be authorized by a member of the Executive Management Committee or designate.

Reasons for a closure may include: a) severe weather conditions; b) prolonged failure of internal environmental controls (lack of heat, electricity, water etc.); c) epidemic medical concern; or d) other major impediment to the work of the College.

3.0 Severe Weather Conditions: During severe weather conditions, where possible, College locations will not be closed due to severe weather.

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4.0 Internal Environmental Controls Guidelines: A member of the Executive Management Committee, or designate, will assess if the failure of an internal environmental control such as heat, water, electricity, or other, requires the closure of a College service site. When at all possible, the EMC member, or designate, will find alternative arrangements to maintain services. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 4.01 Subject:

Fitness-to-Attend

Approval/Amendment Date(s): October 19, 2009 Associated Procedure/Documents: Procedure B 1.01 Appendix A: Influenza-like Infection Assessment Form Next Review Date: Purpose/Philosophy: To limit the spread of pandemic influenza in College facilities during a pandemic period.

1.0 Scope: This statement of policy applies to all students.

2.0 Policy: The College reserves the right to send students exhibiting influenza-like illness symptoms home. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 4.02 Subject:

Student Performance and Discipline

Approval/Amendment Date(s): August 27, 1999, June 21, 2011 Associated Procedure/Documents: Procedure B 1.02 Student Performance and Discipline Next Review Date: Purpose/Philosophy: North West College has a responsibility to foster an environment conducive to learning that promotes academic success. The College must articulate and communicate academic and behavioural expectations to the student body. It is the students responsibility to be aware of and adhere to these expectations. All students shall be treated in a fair and equitable manner.

1.0 Policy: a) All students will model appropriate adult behavior. Every student is at all times responsible for conducting her/himself in the best interests of the College. b) Students will adhere to the specific academic, attendance and behavioural expectations outlined for the program in which they are enrolled. This will include expectations of a accrediting agency. c) Students will adhere to College policies that address expectations and behavior. d) The College will ensure all students are advised of the academic and behavioural expectations and policies including potential disciplinary action. e) Students who do not model appropriate behaviour, or who do not adhere to the specific expectations outlined for their program or who do not adhere to College policies, will be disciplined.

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f) Disciplinary action will be fair and reasonable in relation to the misdemeanor.

Disciplinary Procedures B 1.02 will provide guidelines for such actions. g) Disciplinary action for students who reside in a College residence may impact their ability to maintain their residence status. As well, disciplinary action taken for a student’s misconduct at the residence may have consequences on their program status. h) Students may appeal disciplinary action. Refer to Administrative Policy 4.03. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 4.03 Subject:

Student Appeal Process

Approval/Amendment Date(s): March 20, 1998 Associated Procedure/Documents: Procedure B 1.03 Student Appeal Process Next Review Date: Purpose/Philosophy: This policy has been developed to provide a process for students to appeal any College ruling or treatment when a student determines it to be unjust, unfair or discriminatory. It is the responsibility of College staff to clearly inform the student as to the grounds for a decision, the effect the decision will have on the student, and the student's recourse for resolution and appeal. It is the student's right to request the decision in writing. It is the responsibility of the student to officially begin the student appeal process after having first discussed their performance and/or the incident with the instructor, coordinator, and/or counsellor.

1.0 Policy: A student registered in a North West College program or course may appeal any academic (grades/marks, assessments, plagiarism, allegations of cheating) or nonacademic (misconduct, attendance, performance review, discontinuation, admission) action which is perceived to be unjust, unfair, or discriminatory to the student.

A student registered in a post-secondary program administered by North West College may appeal any College ruling or non-academic action which is perceived to be unjust, unfair, or discriminatory to the student. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 4.04 Subject:

Basic Education Program 1 Applicant Assessment & Placement

Approval/Amendment Date(s): March 20, 1998, August 23, 2006 Associated Procedure/Documents: Procedure B 1.04 Basic Education Program 2 Applicant Assessment & Placement Next Review Date: Purpose/Philosophy: To facilitate appropriate decision-making, and to enhance student success and retention, adult learners and institutions require relevant information, which should be provided by assessment. Assessment, which is (ongoing) continuous, incorporates both formal and informal procedures, and is flexible, dynamic, and holistic.

1.0 Policy: a) All Basic Education program applicants will undergo initial assessment prior to program placement. b) Placement in all programs will be subject to applicant meeting the entrance requirements for that program. Procedure B 1.04 c) Assessment will result in the development or expansion of a formal student profile. d) Assessment will be based upon the common provincial ‘Initial Assessment Model’ Procedure B 1.04 .

1

Program: A course(s) of study based on a curriculum, plan, or system of academic and related activities that have a definite duration (hours/credit hours).

2 Ibid.

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e) Assessment will be facilitated by qualified staff that has the ability and credentials to collect and interpret data, to make recommendations for programs and services, and to provide follow-up support. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 4.05 Subject:

Waitlist Placement and Management

Approval/Amendment Date(s): April 15, 2003 Associated Procedure/Documents: Procedure B 1.05 Waitlist Placement and Management Next Review Date: Purpose/Philosophy: Waitlists are developed for program sessions that are full. Fundamental to the College is the impartial, consistent processing of all applications in determining appropriate placement on program waitlists.

1.0 Policy: a) Only applicants who meet program entry requirements, as determined through the assessment process, will be placed on the program waitlist. b) The waitlist, for single-intake programs, will become inactive on the date that program can no longer accept students into the program. When waitlist becomes inactive remaining applicants will be moved to the program inquiry list or, if applicable, be conditionally accepted into the next program session. c) The waitlist for continuous-intake programs will be on-going. Applicants will remain on the waitlist until they are either accepted into their program, voluntary withdraw or are identified as inactive. d) It is the responsibility of the applicant to maintain contact with the College regarding their status on the waitlist. e) Waitlists will be monitored on a timely basis. f) Waitlist seniority will be determined by the date that the applicant has met all program entry requirements. Selection off the waitlist will be based on seniority. g) Students discontinued from their program will be required to wait a specified amount of time before they are eligible to re-apply. For basic education the time period is one year. For technical programs the time period is as specified by the accrediting institution. *** North West College Administrative Policies and Procedures

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 4.06 Subject:

Prior Learning Credit - Adult 12 Program

Approval/Amendment Date(s): September 25, 1995 Associated Procedure/Documents: Procedure B 1.06 Prior Learning Credit – Adult 12 Program Next Review Date: Purpose/Philosophy: To acknowledge those adults pursuing an Adult 12 who bring sufficient learning experience to be recognized for one secondary level credit.

1.0 Policy: Students registered in the Adult 12 program may be granted a maximum of one Prior Learning Credit to be used as part of the seven credits required for completion of their program.

The Director of Programs or her/his designate shall be responsible for the assessment of validity of Prior Learning Credits granted.

The assessment and granting of Prior Learning credits shall be consistent with the criteria set out by the Ministry of Education in the Adult Basic Education (ABE) and Secondary Level Programs: Policy and Procedures Administration Manual for Saskatchewan Post-Secondary Education System ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 4.07 Subject:

Courses of Instruction

Approval/Amendment Date(s): 2013 Associated Procedure/Documents: Next Review Date: January, 2017 Purpose/Philosophy: Since the prime function of the College is to provide education services, the College shall ensure that the courses of instruction are appropriate for the needs of the client population and are in keeping with the Mission Statement of the College.

1.0 Policy: The Board shall approve the general areas of instruction to be provided annually by the College and shall ensure that the mandate of the College, as specified in the Regional Colleges Act (2015), is strictly adhered to. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 4.08 Subject:

Exam Invigilation

Approval/Amendment Date(s): December 9, 1991, December 18, 2001 Associated Procedure/Documents: Procedure B 1.07 Exam Invigilation Next Review Date:

Purpose/Philosophy: Ever changing access to educational opportunities and diverse modes of program delivery have resulted in distance education becoming a viable option for many learners. This has resulted in an increased demand for support services. Exam invigilation is but one of the support services required.

1.0 Policy: a) North West College may invigilate exams for programs that lead to credentials from recognized credit granting institutions; industry, association, or sector; regulatory body or licensing agency. b) Services will be provided on a cost recovery basis. c) A fee for service, in accordance with Procedure B 1.07, will be applied to all exam invigilation, excepting those that are part of programs being delivered by the College. d) Rates will be reviewed and approved on an annual basis by Executive Management Committee. e) Fees may be waived under special circumstances subject to the approval of the Director. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 4.09 Subject:

Injury Coverage for Work Placement Program Students

Approval/Amendment Date(s): January 13, 2000 Associated Procedure/Documents: Procedure B 1.08 Injury Coverage for Work Placement Program Students Next Review Date: Purpose/Philosophy: To provide appropriate awareness regarding insurance coverage for students on work placement.

1.0 Policy: The College carries umbrella insurance under General Liability insurance in excess of any other available coverage. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.01 Subject:

Administrative Authority Matrix

Approval/Amendment Date(s): September 10, 2013, June 16, 2016 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: The purpose of this policy is to articulate the authority levels within the College.

1.0 Authority Levels for Commitment of College Resources: In the interest of operational efficiency, and sound internal control, the authority to commit College resources is delegated to various management positions. Subject to the parameters set below those positions responsible for budgets within the College have authority to commit College funds to acquire goods and services for the purpose of delivering the services of their cost centre. Such commitments will normally be transacted through purchase order, contracts, leases, or other mechanisms approved by the Executive Management Team of the College. a) Authority Levels - Operations i) Coordinators and Out-of-scope Managers may authorize commitments of up to $1,500 ii) Directors may authorize commitments of up to $10,000 iii) President shall authorize all commitments more than $10,000 b) Authority Levels - Capital i) Directors may authorize commitment of up to $10,000 ii) President may authorize all commitments up to $100,000 iii) Board approval is required on all capital purchases in excess of $100,000 c) Parameters: CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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The budget and the line category from which the commitment is being made must be under the control and jurisdiction of the individual making the commitment. i) There must be sufficient uncommitted resources in the budgetary line to cover the commitment made. ii) The individual making the commitment is responsible for the acquisition of the good or service. iii) This authority does not include the hiring of employees under the scope of the Collective Bargaining Agreement. Commitment of resources for this purpose requires the approval of the Director and President. iv) This authority does not include the hiring of an employee outside the scope of the Collective Bargaining Agreement. v) All commitments must be undertaken in the manner approved and prescribed by Executive Management Committee through the Policy 5.02 and Policy 5.04.

2.0 Authority Levels for Agreements for Delivery of Services by the College In the interest of operational efficiency and sound internal control, the authority to enter into agreements whereby the College will provide a good or service shall be delegated to various management positions. Subject to the parameters set below Directors are authorized to enter into agreements whereby the College will provide a program or other service to third parties for a fee. a) Parameters: i) The agreement must be for a program or service for which the Director has operational and budgetary responsibility. ii) The agreement must be formalized in writing and prepared in the manner approved and prescribed by the Executive Management Committee of the College. iii) The Director must ensure the financial and legal interests of the College are protected in the development of these contracts. iv) The Director must ensure adherence to specified recovery requirements and rates as set by the Executive Management Committee. v) The Director will not enter into any contractual arrangements with individuals or other enterprises whose financial status is under question at the College. vi) All contractual arrangements in excess of $30,000 total value must be approved and signed by the President.

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3.0 Authority for Creation/Deletion/Change of Positions, and the Hiring, Discipline and Termination of Staff a) In-scope Positions i) Following recommendation from the appropriate Director, the approval of the President is required to create or eliminate a position or to substantially change the responsibility of any in-scope position. ii) The Director is responsible for staffing positions under their jurisdiction, ensuring that the staffing policies of the College and those articulated in the Collective Bargaining Agreement are followed. The hiring into any inscope position, excepting those which are less than 240 hours in a year, will be formalized with the President’s signature on the Offer of Employment. The Director has authority to sign off on hiring of those inscope employees working less than 240 hours annually. b) Out-of-Scope Management Positions i) The approval of the President is required to create or eliminate a position (including term positions) or substantially change the responsibility of any out-of-scope management position. ii) Directors are responsible for staffing positions under their jurisdiction, ensuring that staffing policies of the College are followed. The hiring of any out-of-scope management position requires approval of the President.

All offers for employment of out-of-scope management positions must be signed by the President. iii) All discipline, including termination of employees, will be undertaken in writing under the signature of the supervising executive manager following consultation with the President. c) Out-of-Scope Instructors for Contracts of Indifinite Duration (CID) Classes i) Directors responsible for programming are authorized to create instructional positions for CID classes and have the authority to hire, fire or otherwise discipline employees in these positions without engaging the President. The Director will sign off on all contractual arrangements with individuals employed for this purpose, provided that the value of the contract does not exceed $10,000. Any contract in excess of $10,000 requires the President’s approval. ii) All such contractual arrangements will be articulated in a manner and form as prescribed by the Director of Finance and Administration.

4.0 Authority for Approval of Programs a) In accordance with Board Policy 1.04, the Board must authorize all new areas of instruction that the College will undertake. Recommendation to the Board CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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to change the general areas of instruction will be done under the President’s authority and typically be presented through the operational plan/budgetary process. b) Changes (additions, deletions, compaction, expansion) to the program offering in adult basic education, university programming and institute or industry credit full time programming must be authorized by the President.

Such authorization is typically provided through the operational planning/budgetary process and the subsequent presentation of the same to the Board by the President. c) Any proposed changes through the course of the year must be recommended by the appropriate Director in writing and authorized by the President.

5.0 Authority for Affixing Corporate Seal a) The corporate seal may be required on certain official documents. The seal shall only be affixed under express authority and oversight of the President or the Director of Finance and Administration.

6.0 Signing Authority for Cheques a) Two signatures consisting of the following positions: i) President ii) Director of Programs iii) Director of Finance and Administration b) Where one of the above is not available, then the: i) Executive Secretary 7.0 Authority for Electronic Transfer of Funds a) Where appropriate the College may transfer funds electronically for purpose of issuance of payroll payments, transfer of funds between accounts, or for the investment of funds. All such transfers must be approved by the Controller and the Director of Finance and Adminitration. In the absence of either of these individuals the President may act in their stead. Should the President not be available another member of the Executive Management Committee is also authorized to approve these transfers. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.02 Subject:

College Agreements

Approval/Amendment Date(s): December 2, 2011, July 11, 2018 Associated Procedure/Documents: Procedure C 1.01 College Agreements, Policy 5.01 Administrative Authority Matrix Next Review Date: Purpose/Philosophy: The College establishes many formal and informal partnerships and relationships that support its mandate. As such, there are times when its employees are required to negotiate the terms and conditions of, or enter into, legally-binding financial arrangements, business agreements or partnership efforts. NWC recognizes its responsibility to ensure such commitments are conducted in an ethical and legallyresponsible manner.

This policy strives to ensure that appropriate control measures and safeguards are in place when allocating NWC resources entrusted in its care. It applies to legally-binding corporate agreements or other such instruments including, but not limited to, memorandums of understanding, letters of intent, training contracts, clinical placement agreements, practicum agreements, deeds, transfers, lease agreements, assignments and certificates. It does not interfere with or supersede the provisions of the current Collective Bargaining Agreement or employment service contracts.

1.0 Policy: An NWC employee shall not enter into, or commit to enter into, any formal agreement or other legally-binding instrument that contradicts the laws of Canada, The Regional Colleges Act, or the bylaws and official policies of NWC. Any agreement having binding financial, legal or other NWC resource implications must: CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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a) have its terms approved by the appropriate Director, or in the case of an agreement binding multiple departments or divisions, have the mutual agreement of the respective Director(s), prior to formal execution; b) be properly authorized and executed further to signing authorities and limitations established via Policy 5.01 Administrative Authority Matrix; and c) include College visual identity compliance, insurance, liability, responsibilities of each party, terms of the agreement, termination conditions, and contract dated. Where these elements are not applicable the agreement must be reviewed by the Director of Finance and Administration.

All formalized and duly executed agreements must be filed with Administration in a manner prescribed by the Director of Finance and Administration. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.03 Subject:

Corporate Credit Cards

Approval/Amendment Date(s): February 8, 1994, September 17, 2013 Associated Procedure/Documents: Procedure C 1.02 Corporate Credit Card Next Review Date: Purpose/Philosophy: This will serve to outline the policy, procedures and guidelines for the issuance and administration of corporate credit cards.

1.0 Policy: The President may approve the issuance of corporate credit cards to employees of the College and will establish the limit of such cards and the restrictions of usage. The Chairperson of the Board of Governors must approve the credit limit for any card issued to the President. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.04 Subject:

Procurement

Approval/Amendment Date(s): 2013 Associated Procedure/Documents: Procedure C 1.03 Procurement Next Review Date: Purpose/Philosophy: Good business practice and the responsibility for the appropriate expenditure of College funds require the College follow a process of obtaining competitive bids/quotations.

The College is responsible for the procurement of materials, equipment and services from the most reliable sources. The procurement process involves researching and negotiating with vendors to acquire the products at the best competitive pricing, while considering quality, delivery and service.

1.0 Policy: a) Purchases shall be made on the basis of competitive prices, considering quality, suitability, delivery and service. College procedure requires acceptance of the most appropriate bid. When determining appropriateness, prices and other factors are to be considered. b) To ensure objectivity and eliminate unfair competitive advantage, suppliers (i.e., vendors) who participate in the development or drafting of specifications, requirements, requests for quotes or proposals must be excluded from competing for such purposes. c) To avoid potential conflicts of interest, no employee, officer, or agent of the College should participate in the selection, award, or administration of purchases or contracts in which, to his or her knowledge, the employee, immediate family, or partner has a financial interest in the supplier's organization. *** CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.05 Subject:

Receiving and Inventory Control

Approval/Amendment Date(s): April 13, 1992 Associated Procedure/Documents: Procedure C 1.04 Receiving and Inventory Control Next Review Date: Purpose/Philosophy: This policy has been developed to provide those individuals who are responsible for the receiving of supplies for the bookstore, office supplies, program supplies, and capital assets with appropriate procedures to follow. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.06 Subject:

Furniture and Equipment Transfers

Approval/Amendment Date(s): November 24, 1994 Associated Procedure/Documents: Procedure C 1.05 Furniture and Equipment Transfers Next Review Date: Purpose/Philosophy: The College is required by legislation to safeguard the assets of the institution. This obligation is achieved through an inventory control system which facilitates the insurance requirements and keeps track of the assets within our system.

1.0 Policy: The College inventory control system requires a tracking mechanism so that we know the whereabouts of all items at all times. This enables us to quickly determine the availability of furniture and equipment in response to user needs. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.07 Subject:

Tangible Capital Assets

Approval/Amendment Date(s): April 5, 2016, June 26, 2017, June 21, 2018 Associated Procedure/Documents: Procedure C 1.06 Tangible Capital Assets Next Review Date: Purpose/Philosophy: Capital asset acquisition and amortization must be monitored closely to ensure adherence with accounting standards, Board Policy and the Regional Colleges Act, Chartered Professional Accountants (CPA) Canada Handbook, and CPA Canada Public Sector Accounting Handbook.

1.0 Policy: Tangible Capital Assets have extended useful lives and are used by the College to provide services to the public and are not intended for sale in the ordinary course of operations. Tangible capital assets include land, buildings, furniture and equipment, vehicles, computer hardware and software, capital lease assets, and assets under construction. This excludes any asset purchased through the program pools provided by the Ministry of Advanced Education. All associated conditions must be met in order for an asset to be capitalized.

Major building improvements, purchases and construction.

Major site improvements and purchases.

Land:

estimated useful life: minimum capital value:

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Indefinite $0

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a) Land Improvements b)

c) d) e) f) g) h)

i) estimated useful life: ii) minimum capital value: Buildings and betterments i) estimated useful life: ii) estimated useful life: constructed iii) minimum capital value: Vehicles i) estimated useful life: ii) minimum capital value: Machinery and Equipment i) estimated useful life: ii) minimum capital value: Office Equipment i) estimated useful life: ii) minimum capital value: Office Furniture i) estimated useful life: ii) minimum capital value Computer Hardware i) estimated useful life: ii) minimum capital value: System Development i) estimated useful life: ii) minimum capital value:

5 years $5,000 10 years – betterments 50 years – newly $20,000 5 years $5,000 5 years $5,000 5 years $2,000 10 years $2,000 3 years $2,000 varies $20,000

2.0 Amortization: The cost, less any residual value, of a tangible capital asset with a limited life should be amortized over its useful life in a rational and systematic manner appropriate to its nature and use as determined by the Controller and approved by the Director of Finance and Administration. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.08 Subject:

Provincial Sales Tax (PST) on Items for Resale

Approval/Amendment Date(s): May 31, 1996 Associated Procedure/Documents: Procedure C 1.07 Provincial Sales Tax (PST) on Items for Resale Next Review Date: Purpose/Philosophy: The purpose of this policy is to inform individuals who are purchasing items for resale, the payment procedure of PST. 1.0 Policy: When resale items are purchased, no PST is paid. When these items are sold, the customer is charged the PST and the College is responsible for remitting to the province. PST is paid by the end-user. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.09 Facilities and Equipment

Subject:

Approval/Amendment Date(s): 2013 Associated Procedure/Documents: Next Review Date: January 2017 Purpose/Philosophy: The College shall ensure that all facilities are suitable and appropriate for the intended purpose and further that such facilities are maintained in an effective and efficient manner.

Subject to any restrictions contained in Board Policy or the Regional Colleges Act the President has delegated responsibility for the effective operation and ongoing maintenance of facilities and equipment to the Director of Finance and Administration 1.0 Policy: a) NWC owned or leased facilities and grounds are to be used primarily for education and training purposes. b) NWC permits the use of its facilities and grounds by faculty, staff, students and the general public provided such use does not: i) ii) iii) iv) v)

conflict with NWC’s Mission, Vision and Values; cause interference with the orderly functioning of NWC business; infringe on the rights and privileges of others; promote hatred, contempt or discrimination; advertise, promote or operate programs, services or activities that are in competition with NWC; vi) conflict with current contracts or agreements; or vii) directly or indirectly contravene provisions of any NWC policy, or municipal, provincial or federal law or statute.

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c) NWC permits political forums in its facilities during election campaigns provided that the forums are student-driven, multi-party events that do not interfere with classes or work assignments. d) All advertising, canvassing or soliciting promoting activities, products and services that have not been officially endorsed by NWC is not permitted without the express consent of the Executive Management Committee or President. e) Students and employees (for non-NWC activities), non-profit organizations, educational institutions, government departments and agencies, community groups, associations, and individuals can submit requests to the appropriate campus director for the rental of its facilities and grounds. All rental requests will be assessed to ensure appropriate usage. f) The criteria for rental and fee assessment include but are not limited to: i) availability of space and equipment; ii) relationship of the organization to NWC and the educational benefit of the event; iii) profile of the event within the community; and iv) adequate insurance coverage. g) Users of NWC facilities and grounds are responsible for all conduct related to their activities and will be held financially responsible for any damages or costs incurred as a result of their activity. h) NWC reserves the right to refuse any application for or use of its facilities and grounds. i) All rental use must be approved in writing by NWC, and all required utilization forms must be completed. j) Approved use of NWC’s facilities or grounds does not imply its endorsement or approval of any behaviour, belief, product or activity. k) NWC is not responsible for any loss, injury or damage occurring to a rental user, any third party, or property as a result of the rental user’s use of its facilities and grounds. The utilization form will require the rental user to agree to indemnify and save NWC harmless from all claims, law suits, liabilities, legal proceedings or actions arising out of or as a consequence of the use of its facilities and grounds. *** CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.10 Subject:

Pricing Policy - Textbooks and Materials

Approval/Amendment Date(s): July 1, 1992 Associated Procedure/Documents: Procedure C 1.08 Pricing Policy - Textbooks and Materials Next Review Date: Purpose/Philosophy: A pricing policy on the sale of all textbooks and other materials will be established through the Director of Finance and Administration. This policy will apply to all textbooks and materials sold to the public for the university, institute credit, adult basic education, GED, and literacy materials, and any other College program.

2.0 Policy: All costs incurred by the College in the acquisition and sale of textbooks and materials will be recovered from the sales price. Cost to be recovered will include the purchase price of the book and shipping and handling charges. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.11 Accounts Receivable, Bad Debts and Allowance for Doubtful Accounts

Subject:

Approval/Amendment Date(s): 2013 Associated Procedure/Documents: Procedure C 1.09 Accounts Receivable, Bad Debts and Allowance for Doubtful Accounts Next Review Date: January 2017 Purpose/Philosophy: Accounts receivable must be monitored closely to ensure timely collection of accounts.

In the event that an account becomes impaired the College needs a clear process to account for the impairment and, where appropriate, ultimately write off the account as uncollectible.

1.0 Policy: a) Interest at a rate of 1% per month shall be charged and invoiced to the client on accounts overdue for more than 60 days. b) Interest charges that become uncollectible shall be written off. c) Client accounts with account balances greater than $30,000 that have been outstanding for more than 60 days will be placed on hold whereby no further credit will be granted, including but not limited to: student sponsorships, programming contracts and facility rentals.

2.0 Responsibilities: a) Accounting clerks are responsible for ensuring that: i) statements of accounts are sent out monthly; ii) customers’ concerns regarding invoices are address promptly; iii) credit comments related to a customer whose account has become a bad debt are updated accordingly; and CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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iv) All other business related to a customer who has failed to pay an invoice is reviewed and appropriate action is taken. b) The Controller (or designate) is responsible for ensuring that: i) overdue accounts are brought to the attention of the respective Program Coordinator; ii) overdue accounts not resolved by the Program Coordinator shall be followed up with appropriate action; and iii) In the event of a write off for bad debt, customer accounts and any related interest are adjusted.

3.0 Definitions: Allowance for doubtful accounts – a provision made by the College in anticipation of a standard amount of bad debt that is likely to be experienced over the course of a fiscal period.

Bad debt – an invoiced amount that is classified as uncollectible in whole or in part from the customer. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.12 Subject:

Processing of the Provincial Training Allowance (PTA)

Approval/Amendment Date(s): November 17, 1997 Associated Procedure/Documents: Procedure C 1.10 Processing of the Provincial Training Allowance (PTA) Next Review Date: Purpose/Philosophy: It is the responsibility of the College to process Provincial Training Allowance applications and payments to students. This policy will provide all staff involved in the process, appropriate procedures to follow.

1.0 Policy: The Director of Finance and Administration is responsible for ensuring the successful processing of applications and the payments as well as recovery of amounts paid from the department of Post-Secondary Education and Skills Training. The Director of Finance and Administration is the department’s contact regarding the PTA policy and systems, and will keep key College staff informed of any changes that may affect the successful processing of the training allowance.

Director of Programs will authorize PTA applications for those programs run through the Meadow Lake Campus. In signing a PTA application, the Director is authorizing the enrollment of the student in a College program, including the student’s start and end date, type of program, and the student’s enrollment status.

The Director of Programs (or designate) will authorize all other PTA applications for students of the College. In signing a PTA application, the Director is authorizing the enrollment of the student in a College program including, the student’s start and end date, the type of program, and the student’s enrollment status. *** CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.13 Subject:

Student Fees and Refunds

Approval/Amendment Date(s): March 29, 2010, December 5, 2019 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: Subject to Board Policy and Section 12 of the Regional Colleges Regulations, the College shall ensure that fees charged for instructional services provided by the College, collection of fees, and refunds of fees are reasonable and reflect fairness to both the College and its clients.

1.0 Policy: 2.0 Fees: a) Tuition for full-time subsidized credit courses at an undergraduate level brokered from Saskatchewan provincial institutions, including Lakeland College, shall be in accordance with the amounts prescribed in fee schedules established by the universities or institutes for the same courses offered in the city in which the university or institute is located. b) Tuition for part-time institute credit courses brokered at an undergraduate level from Saskatchewan provincial institutions, including Lakeland College, shall be based on a $/hour rate established by Executive Management annually. c) Tuition for nonsubsidized brokered courses will be established on an individual program basis by Executive Management and may be set at a level differing from the tuition normally charged by the accrediting institution. d) Tuition for courses brokered from an out-of-province institution, excluding Lakeland College, will be established on an individual program basis by CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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Executive Management and may be set at a level differing from the tuition normally charged by the accrediting institution. e) Other fees deemed necessary for specific credit programs shall be established annually by Executive Management. When established each fee will be considered nonrefundable unless otherwise identified. If the fee is deemed refundable then Executive Management will articulate the details regarding when and how refund will occur. f) The principle of “full cost recovery” shall be applied to establish tuition fees for the delivery of Individual and Community Education classes and classes offered for industry credit. The “full cost recovery” will provide for direct and indirect costs attributable to the classes offered. Where possible, tuition for like classes within the College region shall be standard. Tuition fees for each of these programs are approved by the Director of Programs. g) Tuition for Basic Education courses will be established on an individual program basis to be set by Executive Management. Tuition charged to third parties for seat purchases shall be established annually by Executive Management, based upon a principle of cost recovery.

3.0 Collection of Fees a) Full-time Institute and Full-time Industry Credit Programming i) Upon conditional acceptance, a tuition fee deposit of $200 or a letter of sponsorship from an approved sponsoring agency is required. The deposit or letter must be submitted within 30 days of the acceptance date or the date specified in the letter of acceptance to reserve space in the program. ii) The tuition fee deposit is nonrefundable except when a student provides notification of withdrawal 30 days or more prior to program start date. In this instance there will be a $100 refund. A sponsoring agency shall be invoiced for the applicable amounts. iii) If the tuition deposit is not paid or a letter of sponsorship is not received within the 30 day time period or the date specified in the letter of acceptance then acceptance into the program may be cancelled. iv) Assessed fess must be paid in full on or before registration. A letter of sponsorship from approved funding sources or confirmation of assigned student loan process shall constitute full payment. v) A $30 late payment will be applied if full payment is not received upon registration or by a date specified upon acceptance.

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vi) Students who have not made full payment of assessed fees within 30 calendar days of the program start date may be excluded from class and discontinued. b) Basic Education i) Collection of tuition paid by third parties for seat purchases shall be articulated in an agreement between the College and the third party. ii) Collection of tuition shall be articulated on an individual program basis at the time the tuition is established iii) Individual and Community Education, Part-time Institute, and Part-time c) Industry Credit Programming i) All fees are due upon registration for the course/program 4.0 Refunds Cancellation of a program by the College will result in a full refund of fees.

Refunds will be issued to the agency making payment on behalf of the student, unless otherwise directed by the payer agency (i.e. Canada Student Loans, Canada/Saskatchewan Career and Employment Service, WCB, Tribal Council, or First Nation). a) Full-time Institute and Industry Credit Programming i) If the College is notified of a withdrawal prior to the start of a course, a full refund will be issued, less the tuition deposit to be retained as determined in clause 4.a.ii). ii) If the College is notified of a withdrawal after the start of a course, then the tuition refund shall be in accordance with the policy of the accrediting institution. Other refundable fees shall be refunded in accordance with College process 3.e). iii) If the program is brokered from an out of province institution the process of refunds will be established when tuition and fees are set.

For individual and community education, part-time institute and industry credit programming: (a) if a course is cancelled, the tuition fee will be refunded or transferred for credit to another course at the request of the participant;

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(b) a participant withdrawing from a course three or more days prior to the class commencing will receive a full refund; (c) a participant withdrawing from a course within three days of the class commencing will receive a full refund less $25; (d) a participant withdrawing from a course after the start date but prior to one-third of course hours delivered will receive a refund of half of the course fees; and (e) a participant withdrawing from a course after one-third of the scheduled hours have been delivered, no refund will be issued. b) University Classes Tuition fees paid to the College shall be refunded in accordance with the policy of the applicable university, and other refundable fees will be refunded as per 3 e). c) Basic Education Refund of tuition paid by third parties for seat purchases shall be articulated in an agreement between the College and the third party. Refund of tuition shall be articulated on an individual program basis at the time the tuition is established. d) Student Reservist Any student attending North West College who is a reservist that is called to active duty in the Canadian Armed Forces shall be allowed to leave their program of studies without academic or financial penalty. Students leaving the program before or part way through the year will be entitled to full refund of tuition for the period, and their academic record will, subject to the agreement of the brokering agency, not reflect any academic penalty. The student will be guaranteed a seat in the program upon their return provided that the program continues to be offered by the College. e) International Students An international student is a visitor to Canada who is legally permitted to study in Canada in accordance with the Canada Immigration Act. International students are welcome to study at North West College subject to College and/or accrediting institution eligibility criteria. The College may limit the number of seats in a program that may be occupied by international students and/or determine certain programs are not open to international students in order to meet provincial labour market demands.

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The international student application fee will be $150.00 CAD non-refundable.

Additional fees may be required by the accrediting institution to assess applications. The applicant will be responsible for these fees in advance of processing an application.

Executive Management will set the international tuition and fees annually. Upon acceptance a detailed payment schedule will be enclosed in the letter of acceptance. Tuition fees will be paid in full no later than the first day of classes.

International students are entitled to a refund as follows: i) In the event that their Student Visa is denied, a full refund of tuition fees paid will be issued less an administration fee of $500. ii) Refunds will be issued to the agency making payment on behalf of the student, unless otherwise directed by the payer agency. iii) Cancellation of a program by the College will result in a full refund of tuition. iv) If the College is notified in writing of a withdrawal from an institute credit program prior to the start of a course, 25% of the assessed tuition will be non-refundable. v) In the event that a student withdraws or is discontinued after the first day of classes, the following tuition refund schedule will apply: Period of Withdrawal (from the first day of classes) 7 calendar days or less More than 7 calendar days

Refund Percentage 50% 0%

Please note: fees (Application, Print etc.) and books are non-refundable. f) Other Brokered Programs If the program is brokered from an out of province institution the process of refunds will be established when tuition and fees are set. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.14 Subject:

Tuition – Graduate Level Programs

Approval/Amendment Date(s): 2011 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: Tuition for brokered graduate level courses will be established consistent with Section 12 (4) of the Regional Colleges Regulations at an amount agreeable to the College and the accrediting university.

1.0 Policy: 2.0 Tuition: a) Tuition for graduate level programs will be set by the College on a program by program basis, based on the principles of direct cost recovery. Any exemptions to this policy shall be approved by the Board. b) The College may require all or part of the tuition prior to the start date of the program. Such requirement shall be approved by the President of the College.

3.0 Refund: Students are entitled to a refund of all tuition for courses they have not participated in, subject to formal notification of withdrawal prior to course start date. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.15 Subject:

International Education & Development Project Participation

Approval/Amendment Date(s): 2011 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: The Minister responsible for Saskatchewan Regional Colleges has acknowledged that Regional Colleges can participate in international projects within certain limitations.

These limitations are incorporated and form part of the policy for North West College.

1.0 Policy: The Board of Governors of North West College may approve participation by the College in international education and development activities on a project-by-project basis. Such projects must be within the mandate of the Regional Colleges as prescribed in Section 5 of The Regional Colleges Act. Activities may include the following: a) develop, promote, and deliver joint venture educational training programs to international clients on a contractual basis that will support sustainable development in developing countries; b) provide advisory personnel on overseas assignment for education administration, organizational development, brokering model development, curriculum development and modification, and program evaluation; c) provide training opportunities to staff from overseas ministries or educational institutions to observe and participate in the training available at Saskatchewan Regional Colleges; and d) provide programs and services to sponsored and fee-paying international students wishing to study at a Regional College.

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2.0 Project Requirements: The participation of Regional Colleges in international education and development projects is subject to the following requirements: a) programs and services of Regional Colleges will, first and foremost, continue to meet the educational and training needs of the residents of Saskatchewan; b) international projects undertaken will enhance the reputation of Regional Colleges and the province; c) the benefits to a regional College proposing to participate in any given international project must be transparent and clearly identified in the proposal; d) all direct and indirect costs associated with a project are fully recovered; e) collaboration and partnership with another Canadian partner will be established through all phases of any given international project to ensure quality services, provision of necessary resources, and sustainability; f) appropriate funding and contractual arrangements are developed for each project; g) appropriate precautions will be taken to ensure the health and safety of Regional College personnel on overseas assignments; h) adequate amount and type of insurance is procured and a risk management plan is in place and communicated to all concerned; i) there will be no negative impact on the employment of existing Regional College staff; j) regular project reports are provided to the Board and the department; and/or k) a post-project evaluation of each project is conducted and provided to the Board and the department. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.16 Subject:

Reimbursement of Expenses

Approval/Amendment Date(s): May 31, 1996, June 21, 2018 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: The College endeavours to support reasonable reimbursement when staff travel for the purpose of advancing the business of the College.

1.0 Policy: The Collective Bargaining Agreement provides for reimbursement of expenses at rates established by the Public Service Commission and are updated semi-annually on October 1st and April 1st. The Personnel Policies for Out-of-Scope Management Staff provided by the Board of Governors provides for management reimbursement of expenses.

The Director of Finance and Administration shall communicate the Kilometer Rate Schedule and the Meal Rates in accordance with rates established by the Public Service Commission. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.17 Subject:

Payment of Salary for Three Days Between Christmas and New Year’s

Approval/Amendment Date(s): December 15, 1995 Associated Procedure/Documents: Procedure C 1.11 Payment of Salary for Three Days Between Christmas and New Year’s Next Review Date: Purpose/Philosophy: To outline the procedures for the administration of Article 9.5 in the Collective Bargaining Agreement, which deals with the three working days between Christmas and New Year’s, in a manner consistent with the Saskatchewan Employment Act. 1.0 Policy: The Collective Bargaining Agreement specifies that the three working days between Christmas and New Year’s shall be considered as paid days off. It is necessary to make some distinction with respect to employees who work full-time and part-time. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.18 Subject:

Revenue Recognition

Approval/Amendment Date(s): 2013 Associated Procedure/Documents: Next Review Date: January 2017 Purpose/Philosophy: Revenue recognition must be monitored closely to ensure adherence with accounting standards, funding agreements, Board Policy and the Regional Colleges Act. 1.0 Policy: Revenues shall be accounted for in the period the transactions or events giving rise to the revenues occurred provided the amount to be received can be reasonably estimated and collection is reasonably assured. Revenues are to be reported at gross amounts.

The criteria should be applied when recognizing revenue: 2.0 Government Transfers: Grants from governments are considered to be government transfers. a) Government transfers are recognized as revenues when the transfer is authorized, all eligibility criteria have been met, the amount can be estimated and collection is reasonably assured. i) Eligibility criteria are criteria that the College has to meet in order to receive the transfer. b) An exception can be made and revenue deferred when and to the extent, stipulations by the transferor give rise to an obligation that meets the definition of a liability. i) Stipulations describe how the College must use the transfer or the actions it must perform in order to keep the transfer.

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ii) Stipulations by the transferor may require that the funds only be used for providing specific services or the acquisition of tangible capital assets. For transfers with stipulations, revenue is recognized in the statement of operations as the stipulation liabilities are settled.

3.0 Externally Restricted Contributions Contributions or grants not provided by government are deferred when restrictions are placed on their use by the contributor, and are recognized as revenue in the fiscal year the related expenses are incurred or services are performed.

4.0 Other Revenue Sources a) Revenue related to fees or services received in advance of the fee being earned or the service is performed is deferred and recognized when the fee is earned or service performed. b) Tuition and fee revenue is recognized as the course instruction is delivered. c) Revenue from contractual services is recognized as the service is delivered. d) Interest and Dividend Income is recognized when reasonable assurance exists regarding measurement and collectability. e) Gifts and requests are recorded as revenue in the period received or receivable, if collection is reasonably assured. Gifts-in-kind are recorded at their fair market value on the date of receipt or at nominal value when fair market value cannot be reasonably determined. Pledges from fund raising and other donations are not recorded until the year of receipt of cash or other assets due to the uncertainty surrounding collection. The fund to be used can be determined as follows: i) unrestricted gifts and bequests are recorded as general revenue; ii) gifts and bequests restricted for purpose of scholarships are recorded in the Scholarship Fund. If stipulations are included or an endowment is established revenue is externally restricted and applied in the year in which the related expenses are incurred; and iii) all other restricted gifts and bequests are recorded as revenue of the appropriate restricted fund.

5.0 Responsibilities: a) Accounting is responsible for: i) recording revenue and setting up accounts receivable for grant and contract revenue transactions; and ii) recording investment income and setting up accounts receivable for any funds which are invested by the College or held in interest bearing accounts.

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b) Responsibility centres are responsible for recording revenue, setting up accounts receivable for activity related to their areas and providing related contracts and or other information to Accounting that may be necessary for setting up a deferral of the revenue to the following year. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.19 Subject:

Copyright

Approval/Amendment Date(s): 2010 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: Copyright is designed to protect writers, publishers, artists and broadcasters who rely on royalties or sales as a means of income. The purpose of this policy is to inform staff and students of North West College of our legal commitment to copyright.

1.0 Policy: a) All staff and students shall adhere to copyright requirements. b) Copying, selling, or distributing books, articles, periodicals, audio-visual and/or materials received through print and/or electronic communication, in which copyright subsists shall only be done in accordance with the terms and conditions set out in College agreements, applicable federal and provincial laws/regulations and relevant College policies c) The College’s printing/copying equipment and its information technology services, facilities and equipment are the sole property of North West College.

College facilities and equipment shall not be used to copy, store, display or transmit copyright material, except as permitted for educational/research purposes, as defined in College guidelines. d) The Director of Finance and Administration , or designate, is responsible for oversight and copyright adherence. This responsibility extends to maintaining and updating related guidelines and educating and communicating the College community in relation to Copyright. e) This policy applies to all staff and in the case of instructors; responsibility extends to their oversight of students while under their supervision.

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a) North West College has entered into certain arrangements to facilitate access to print, visual, virtual and electronic resources to further academic teaching/learning and operational objectives in accordance with the Copyright Act, the Access Copyright Model License Agreement, and the College’s Fair Dealing Practices (see North West College Administrative Procedure C 1.02). b) The College has developed Copyright guidelines, which describe the types of materials that can or cannot be reproduced, copied, distributed or sold within North West College. c) The College respects the rights of copyright owners and shall not knowingly copy, sell, distribute, or use any print or electronic materials, without the express permission by the copyright owner, or in accordance with a licence agreement or fair dealing capacity authorising same. Employees and students are obligated to report any incident where they know or believe that copyright protected materials are being accessed, copied, stored, distributed or sold by other persons. d) Any person who knows or believes that a member of the College community is in violation of this Policy should contact the Director of Finance and Administration who will investigate accordingly. Violations will be addressed in accordance with the relevant College disciplinary procedures. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.20 Subject:

Fair Dealing (Copyright)

Approval/Amendment Date(s): 2010 Associated Procedure/Documents: Procedure C 1.12 Fair Dealing (Copyright) Next Review Date: January 2017 Purpose/Philosophy: Further to Administrative Policy 5.19, Copyright, it is the practice of North West College to facilitate access to print, visual, virtual and electronic resources to further academic teaching/learning and operational objectives in accordance with the Copyright Act, the Access Copyright Model License Agreement, and the College’s Fair Dealing Policy.

Fair Dealing is an exception in the Copyright Act which allows an individual to make a copy for the purpose of research or private study or for the purpose of criticism and review as long as the original source is credited. Fair Dealing also provides various exceptions for educational institutions as outlined in section 29 of the Copyright Act. The purpose of this policy is to inform staff and students of the Fair Dealing exception available and how said exception may be applied.

1.0 Policy: a) NWC has adopted a Fair Dealing Policy that has been sanctioned by Colleges and Institutes Canada (CICan), refer to North West College Administrative Procedure C 1.02). b) All staff and students must adhere to this Fair Dealing Policy as a first resource when using copyrighted materials. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.21 Subject:

Legal Services

Approval/Amendment Date(s): 2013 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: This policy outlines the appropriate authority levels for the selection, retention and use of legal counsel.

1.0 Policy: The authority to utilize legal counsel’s services for any institutional matter presides with the Director of Finance and Administration or President. Any legal consultation or retention of services for advice or other legal matters must be pre-approved by one of either the President, or the Director of Finance and Administration. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 5.22 Subject:

Tangible Asset Disposal

Approval/ Amendment Date(s): May, 2016, June 26, 2017 Associated Procedure/Documents: Procedure C 1.13 Tangible Asset Disposal Next Review Date: Purpose: North West College is committed to ensuring the appropriate asset management environment with respect to the disposal of its tangible assets. The College shall ensure that the disposal of surplus assets with a replacement value greater than $50, is undertaken in the most efficient, effective and environmentally conscious fashion possible which represents the least risk to the College. This policy and related procedures define the standards for disposal (or transfer) of College tangible assets.

1.0 Scope: This policy applies to all members of the College who transfer or dispose of College owned property that include, but are not limited to, computer and related equipment, furniture and related items, general laboratory/shop equipment, and supplies. All fixed assets purchased with College funds, including grants and gifts, or those donated to the College are the property of North West College.

2.0 Definitions: Tangible Assets – Assets that have a physical substance, such as buildings, real estate, vehicles, inventories, equipment, etc.

Surplus – All tangible assets such as equipment, materials, supplies and furniture that are either no longer in use or for which there is no further plan for use.

3.0 Policy: a) A proposal to dispose of an asset arises either from a declaration of the item as surplus to the needs of an area in which it is normally in use, or the need CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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to replace the item because of factors such as obsolescence or high cost of maintenance. The decision to declare an item as surplus or to replace it is normally made by the Coordinator/Manager responsible for the asset. b) The method of disposal of surplus assets will be decided by Director of Finance and Administration. c) The proceeds from disposal are returned to the appropriate College account at the discretion of the Director of Finance and Administration. If an item is marked as disposal due to its replacement, the proceeds of that disposal may be used as a contribution towards the cost of replacement with the approval of the Director of Finance and Administration.

4.0 Responsibility: The Director of Finance and Administration is responsible for all aspects of this policy.

***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.01 Subject:

Professional Development Fund

Approval/Amendment Date(s): October 7, 1991, May 1, 1998, August 27, 1999, February 2, 2010 Associated Procedure/Documents: Procedure D 1.01 Professional Development Fund Next Review Date: Purpose/Philosophy: The Board and Management of North West College believe in life-long learning for its employees. To assist in the professional development of staff, the College has established a Professional Development Fund.

1.0 Policy: North West College shall establish a Professional Development Fund administered by a Committee of employees, selected by employees, from which employees may access funds for professional development activities. The College will allocate resources to the fund related costs as required.

2.0 Eligible Expenses: The Professional Development Fund shall be designated for expenses related to professional development, which may include class tuition, workshops and conference fees, related expenses within established rates such as transportation and accommodation, the purchase of professional materials and software, and expenses for special activities approved by the Committee that enhance skills. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.02 Subject:

Fit-to-Work

Approval/Amendment Date(s): October 19, 2009, October 5, 2018 Associated Procedure/Documents: Procedure D 1.02 Fit-to-Work, Policy 2.05 Drug and Alcohol, Policy 5.23 Accommodation, Policy 6.08 Employee and Family Assistance Program, 6.16 Employee Code of Conduct, Board Policy #5 Board Member Code of Ethics, The Saskatchewan Human Rights Code, The Local Authority Freedom of Information and Protection of Privacy Act, The Saskatchewan Employment Act, The Collective Bargaining Agreement between the Saskatchewan Government and General Employees Union and the Southern Regional Colleges of Saskatchewan.

Next Review Date: Purpose/ Philosophy: North West College has a duty of care for all people attending a College facility to provide a healthy and safe environment for workers, contractors and others and is committed to the prevention of occupational injury and illness. The purpose of this policy and supporting procedures is to ensure that everyone working or present at a College workplace is fit and capable of undertaking the tasks required of them with minimal risk.

1.0 Scope: This policy must be adhered to by: a) staff; b) board members; c) contractors; d) visitors; e) volunteers; and f) guests.

2.0 Policy: a) All persons are to be fit for work and: i) attend to their work in a responsible and safe manner; CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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ii) maintain a high standard of professionalism and personal conduct; and iii) perform their duties without imposing unacceptable risks to the health and safety of themselves or others. b) Consistent with the Accommodations Policy 6.17, employees shall inform Human Resources personnel about their use of any substance that may impair performance or compromise personal safety, the safety of others or may cause the employee to place the College at unnecessary risks associated with enterprise risk management. Consistent with the Collective Bargaining Agreement, the College may request medical documentation. c) If any person at the College’s workplace is assessed as unfit for work: i) they must cooperate with their Supervisor and the Human Resources Manager in assessing and managing the risks involved; and ii) the Supervisor and the Human Resources personnel must take action to minimize the risk to the health and safety of that person and other personnel. d) The determination on fitness for work may result in those individuals identified in section 2 above being sent home safely, and/or depending on the circumstances and where warranted: i) the employee(s) may be subject to drug and/or alcohol testing; ii) the employee may be subject to discipline; iii) the employee may be subject to the accommodations procedures; or iv) the contractor or other individual will be expelled from the College premises until he/she can provide evidence of fitness to work as determined by the College.

3.0 Application: This Policy and supporting procedures apply to everyone on College property, in College vehicles or in the performance of College business. All persons must comply with this Policy and Procedures as a condition of their employment or contract for services. The College may restrict a worker’s duties if it believes that the worker’s fitness imposes an unacceptable risk due to: a) work-related injury or illness; b) non work-related injury or illness; c) physical or mental deterioration; or d) influence of alcohol or prescribed/non-prescribed/illegal drugs. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.03 Subject:

Supervision, Evaluation and Development of Professional Staff

Approval/Amendment Date(s): August 24, 1995 Associated Procedure/Documents: Procedure D 1.03 Supervision, Evaluation and Development of Professional Staff Next Review Date: Purpose/Philosophy: The administrative body of the College, operating under the policies of the Board of Governors, believes that it has a responsibility to supervise and evaluate instructional staff. The administrative body further believes that all supervisory and evaluation activities are best served by processes supporting the needs of all individuals. The attention to individual and organizational needs will, in administration's view, best serve the interests of College clients. College administration, therefore, requires that all instructional staff participate in systematic supervision, professional development and evaluation program in order to: a) ascertain, sustain, and maintain high standards of performance; b) foster a climate of open communication, collaboration support, and reflective c) action; d) provide assistance and support; e) encourage personal and professional growth; and f) provide a basis for personnel management decisions.

1.0 Policy: a) The Director of Programs, or designate, is responsible for supervision and evaluation of all instructional staff. b) The Director or designate, and the instructor share the responsibility for professional development. c) The instructor is responsible for supervision and evaluation of self. d) Instructors share responsibility of collegial supervision and peer development. *** CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.04 Subject:

General Personnel

Approval/Amendment Date(s): 2013 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: The College wishes to ensure that appropriate policies exist regarding the development and maintenance of position descriptions, political involvement, and extraordinary requests for employee services.

1.0 Position Descriptions a) Positions descriptions for all College employees shall be maintained by the Human Resources Department and kept in a binder entitled Position Descriptions, North West College. b) The President shall be responsible for ensuring that position descriptions for new positions are developed and position descriptions for existing positions are updated promptly as required.

2.0 Political Involvement a) Political activity by College employee(s) shall not be permitted to take place on College premises or make use of College resources. b) Any attempt by College employee(s) to directly or indirectly associate the College with partisan political views shall be considered to be a violation of the terms of the employment of the employee(s) involved. c) The President may approve the use of College resources for nonpartisan informational purposes related to the electoral process.

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3.0 Requests for Employee Services a) Only those employed in a supervisory capacity shall give job direction to other employees. b) Any request for the services of an employee which may interfere with the ability of the employee to perform his/her regular College duties shall be immediately communicated to, and subject to the approval of the President. c) The President shall implement any administrative policies and procedures deemed necessary to regulate employment practices within the College. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.05 Subject:

Unionized Staff

Approval/Amendment Date(s): 2013 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: In accordance with Board Policy and The Regional College Act Regulations, the College is required to maintain personnel policies respecting its employees. This policy applies to employees who are members of the Saskatchewan Government and General Employees’ Union.

1.0 Hiring a) The President of the College shall be responsible for hiring staff, or may delegate the responsibility for hiring staff, to fill positions falling within the scope of the Collective Bargaining Agreement. b) Hiring shall take place in accordance with the Collective Bargaining Agreement.

2.0 Terms and Conditions of Employment The terms and conditions of employment for unionized employees of the College shall be those set out in the Collective Agreement.

3.0 Position Descriptions Position descriptions shall be maintained by the Human Resources Department and updated regularly. *** CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.06 Subject:

Performance Appraisals

Approval/Amendment Date(s): August 23, 2006 Associated Procedure/Documents: Procedure D 1.04 Performance Appraisals Next Review Date: Purpose/Philosophy: The College’s performance appraisal policy will encourage employee participation in achieving an environment where all staff understand and are committed to the strategic objectives and where all employees are encouraged to find innovative ways to enhance organizational effectiveness. Performance appraisals will ensure employees have ownership over their performance and their contributions to the efforts of their department and the academic institution.

The purpose of the performance appraisal is to create an opportunity for constructive dialogue between management, supervisors and post-probation employees regarding performance expectations, performance standards, possible future career development and to assure that job performance and accomplishment information is recorded in each staff member's College employment history. The purpose of interim appraisals is to provide the opportunity for self-review and assessment, to ensure that employees are meeting their established performance objectives and to enable employees to obtain any necessary support.

1.0 Scope: This policy applies to all individuals employed by the College with the following exceptions: a) persons hired out-of-scope of the Collective Bargaining Agreement for delivery of short-term community interest programs; b) individuals employed for fewer hours/occasions than the thresholds identified within the scope clause of the Collective Bargaining Agreement; and c) probationary employees.

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2.0 Policy: a) While the College encourages frequent and informal communication on performance between the employee and his/her supervisor, it is also important to formally document the employee’s performance on a routine basis. To accomplish this, supervisors and out-of-scope managers will complete formal performance appraisals on their instructional and administrative employees annually. b) It is the policy of North West College that employees will participate in the performance appraisal process. c) Performance appraisals are a permanent part of the employees’ human resources file. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.07 Subject:

Staffing Report

Approval/Amendment Date(s): December 6, 1993, August 31, 1999 Associated Procedure/Documents: Procedure D 1.05 Staffing Report Next Review Date: Purpose/Philosophy: The staffing report is necessary to complete each position competition. Staffing reports are completed by the individual responsible for staffing the position and are then submitted to personnel for the completion of the offer of employment. The staffing report should be divided into the following sections: 1.0 Position Identification: Include - competition # - position name and classification - location 2.0 Recommendation: a) Identify the applicant (if any) recommended for the position. b) Outline the education, qualifications and other pertinent detail regarding the recommended applicant. c) Provide the factors why this candidate was chosen over the other applicants. d) Propose salary level (range and step) and identify necessary documentation supporting proposed appointment at any level above base. e) Identify any special conditions of employment.

3.0 Signatures:

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The signature of the senior person involved in the interview process should be included. If this is not a Director, the appropriate Director's signature should also be provided.

Include: - signature of individual responsible for staffing the position; - signature of the Director, indicating his or her approval; and - President's signature of concurrence / non-concurrence, and comments. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.08 Subject:

Employee and Family Assistance Program

Approval/Amendment Date(s): February 9, 1999, September 28, 1999, September 5, 2006, August 18, 2009, February 2, 2016, March 31, 2020 Associated Procedure/Documents: Procedure D 1.05 Employee and Family Assistance Program Next Review Date: Purpose/Philosophy: North West College supports the establishment of a joint union-management Employee Family Assistance Program (EFAP). We recognize the impact of internal and external stressors on our employees and their families, and share a mutual concern and responsibility for their health and welfare. The College believes that most problems resulting from these stressors can be successfully resolved, especially when identified early and given appropriate care. The College shares a common desire to foster and maintain an attitude of assistance towards our employees and their families when they encounter these problems. The College accepts that problems are most successfully resolved when assistance is sought on a voluntary basis.

1.0 Scope: Upon hiring, all in-scope employees and management scheduled to work a minimum of 15 hours per week on average, are eligible to access the program. The qualifying employee’s immediate family members are also eligible to access the program.

2.0 Policy: a) The Employee and Family Assistance Program will provide all eligible employees and their immediate family members (hereinafter referred to as participants), with access to confidential, professional counseling to assist them to overcome a wide range of personal problems which have, or could have, an effect on work performance, or personal well-being. The program is CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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completely voluntary, non-disciplinary and is designed to allow employees and family members to seek help on their own. b) The EFAP committee will be established annually with two representatives from Management and two representatives from the bargaining unit as established by the union. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.09 Subject:

Pressing Necessity and Bereavement Leave

Approval/Amendment Date(s): February 5, 2002 Associated Procedure/Documents: Procedure D 1.07 Pressing Necessity and Bereavement Leave Next Review Date: Purpose/Philosophy: The College recognizes that employees may encounter personal emergency or unforeseen circumstances that require their absence from work. The College will assist employees in such situations by providing Pressing Necessity or Bereavement Leave.

Employees will be required to self-declare their eligibility for leave. The College will require reasonable justification for leave based on a principle of mutual trust for the fair and equitable application and administration of the process. It is essential to have clear guidelines that will facilitate access to leave of absence with pay.

1.0 Definitions: Pressing Necessity is defined as permission to be absent from work in order for the employee to deal with an unforeseen, unusual, or emergency situation, which normally involves the health or safety of the employee or their immediate family.

Bereavement Leave is an absence from work due to a death in the employee’s immediate or extended family.

Immediate Family is the employee’s: spouse, common law spouse, son, son-in-law, daughter, daughter-in-law, father, mother, father-in-law, mother-in-law, brother, sister, grandchildren and grandparents.

Normally, Extended Family is the employee’s: first cousin, aunt, uncle, niece, nephew, brother-in-law, sister-in-law and those others significant to the employee.

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a) In accordance with Article 17.1.1 of the Collective Bargaining Agreement, College employees shall be allowed leave of absence with pay and without loss of seniority and benefits, to a maximum of five (5) days per year for instances of pressing necessity and bereavement. b) Employees shall self-declare that their access to leave with pay for pressing necessity and bereavement complies with the spirit and intent of the guidelines contained within this policy. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.10 Subject:

Employee Participation in Community Interest Non-Credit Courses

Approval/Amendment Date(s): September 17, 2008 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: The Board and Management of North West College believe in life-long learning. To support staff in their efforts to continue learning, the College has established a policy to encourage staff to take part in educational/training courses held internally.

1.0 Policy: North West College shall provide employees the opportunity to continue their learning by waiving tuition for College community interest non-credit programs.

2.0 Eligibility: a) All permanent in-scope and management staff are eligible to take scheduled College community interest non-credit programs. b) If leave is required during hours of work, a request for approval must be submitted to their Director. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.11 Subject:

Educational Support Program

Approval/Amendment Date(s): January 19, 2010 Associated Procedure/Documents: Procedure D 1.08 Educational Support Program Next Review Date: Purpose/Philosophy: The Board and Management of North West College believe in maintaining a highly skilled workforce and support development of College staff for potential advancement within the College. To support staff in their efforts to improve their level of qualifications for advancement within the College, the College has established an Educational Support Program (ESP).

1.0 Policy: North West College may provide financial assistance to qualifying employees for the purpose of improving their level of credential and qualifications for potential advancement in the College. Assistance will be available under the ESP for further education and/or training in areas that will result in an agreed upon credential or qualification.

To qualify for funding, in-scope employees shall submit a formal educational plan. The educational plans must be for training and/or academic development toward recognized credentials that are mutually beneficial to the College and the employee. Recognized credentials include, but are not limited to, a post-graduate certificate or degree, a university certificate/diploma/degree, a technical institute certificate/degree/diploma, journey person status, or an industry-recognized credential.

Any employee accessing assistance under the ESP will be required to commit a return of service to the College for an agreed period of time.

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2.0 Eligibility: a) General All permanent in-scope employees are eligible to submit an application for ESP sponsorship. An application for ESP must be submitted while an employee is under contract with the College. b) Eligibility While on Layoff Employees are not eligible to apply for ESP during periods of layoff; however, employees who submit an application while under contract, and are granted funding, may attend training during periods of layoff.

3.0 Eligible Items a) Normally, the employee will participate in training outside the normal hours of work and shall be expected to contribute the time for such training. In certain circumstances participation in the training may require the employee’s absence from work. The employee shall identify such circumstances in their ESP application. b) The ESP may cover costs that include tuition, registration-related expenses, books, and examination fees. The term books refers to all related reference materials including books, course-specific software, and any other courserelated resources required. Under certain exceptions, the College may contribute to travel costs should they be deemed to be a significant barrier in acquiring the proposed training. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.12 Subject:

Computer Purchase Assistance

Approval/Amendment Date(s): April 22, 1991, January 30, 1995, February 20, 2013 Associated Procedure/Documents: Procedure D 1.09 Computer Purchase Assistance Next Review Date: Purpose/Philosophy: In recognition of the growing importance of computer literacy in the workplace and the benefit to the College of having staff who are able to improve their computer skills outside of regular work hours, the College wishes to encourage employees to acquire computer hardware and software which is compatible with their College duties and professional background. Therefore, the following Administrative Policy has been developed to assist staff in purchasing a computer for home use.

1.0 Policy: The College may provide interest-free reimbursements, to a maximum of $3,000 to College employees for the exclusive purpose of the acquisition of computer hardware and software for the employee's personal use. Employees may access up to the maximum of $3,000 every three year period provided that three years has passed since their last acquisition of the main computer hardware and operating system software. All purchases under this policy are subject to the approval of the Director of Finance and Administration or designate. The College may limit the total advances outstanding at any given time.

The President may place restrictions on access to interest free advances or may rescind this policy at any time without notice.

2.0 Eligibility: All personnel employed in an ongoing permanent position, provided they are and will be at work and receiving pay for the entire period over which the advance is to be repaid. *** CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.13 Subject:

Confidentiality & Intellectual Property

Approval/Amendment Date(s): October 22, 2013, September 5, 2017 Associated Procedure/Documents: Procedure D 1.10 Confidentiality & Intellectual Property Next Review Date: Purpose/Philosophy: The purpose of this Statement of Policy and Procedure is to protect North West College’s business interests by ensuring trade secrets, confidential or proprietary information are not disclosed to anyone outside the organization, whether or not that person could benefit directly or indirectly from having that information; and that intellectual property (IP) remain the property of North West College.

1.0 Policy: North West College is committed to protecting its confidential and proprietary information and to ensuring that IP remain the sole and exclusive property of North West College. Consistent with this objective, new employees, as a condition of employment, are required to read and sign a Confidentiality and IP Agreement prior to the commencement of their employment.

2.0 Scope: This Statement of Policy and Procedure applies to all employees who may have access to trade secrets, technical, confidential or proprietary information of North West College.

3.0 Responsibility: The Human Resources Officer is responsible for ensuring the Confidentiality and IP Agreement is signed by College in-scope and Management employees, at the hiring stage. Directors are responsible for others, before they are given access to information covered by the Agreement.

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4.0 Definitions: Trade Secret includes technical and non-technical data, a formula, a pattern, a compilation, a program, a device, a method, a technique, a drawing, financial data, a financial plan, a program plan, or information regarding actual or potential clients, students or suppliers which: a) derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use; and b) is the subject of reasonable efforts by North West College to maintain its secrecy.

Confidential or Proprietary Information means any secret, confidential or proprietary information of North West College including confidential information on potential, current and former students and potential, current and former employees, or any secret, confidential or proprietary information entrusted to North West College by any other person or entity, which is not otherwise included in the definition of “Trade Secret� above.

Intellectual Property includes any invention, curriculum development, discovery, idea, research, engineering method, practice, system, formula, design, educational product, improvement, device, apparatus, plans or programs developed, reduced to practice, or received by an individual (whether solely or jointly with others), whether or not it can be patented: a) during the period of and in the course of that person's employment with North West College, or b) on North West College's premises, or c) with the assistance of any of North West College's employees or consultants, or d) with North West College's equipment or supplies. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.14 Subject:

Recognition of Long Service, Educational Attainment, Retirement, and/or Resignation

Approval/ Amendment Date(s): September 5, 2017, July 11, 2018 Associated Procedure/Documents: Next Review Date: Purpose/Philosophy: The College values the contributions of its employees and wishes to recognize employees who have served the College for an extended period of time, as well as employees who are retiring, resigning or who have completed a significant education achievement.

1.0 Scope: a) Long Service: An employee who has completed a minimum of one year of full-time equivalent service. b) Significant Education Attainment: An employee who has completed further education and successfully obtained a certification, diploma, degree, or professional designation relevant to employment at the College. c) Resignation: An employee who sever ties with the College through a voluntary, formal resignation and remains in good standing with the College. d) Retirement: An employee shall be recognized as a retiree when s/he meets the following criteria: i) a minimum of ten full time equivalent years of service with the College; ii) departure from North West College must be voluntary; and iii) the employee must be superannuating.

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2.0 Policy: a) Each qualifying staff member who resigns from the College, and who has worked for the College for more than one year but less than five years, will be presented with a College item (example: pen or mug), at a suitable function organized by the President’s office. Total value of the keepsake is not to exceed $20. b) Each qualifying staff member who resigns from the College, and who has worked for the College for more than five years, will be presented a keepsake (total value not to exceed $50. Where appropriate, the item may be engraved and the engraving may include: i) College name and logo; ii) employee’s name; and iii) dates of service.

The President’s Office will organize a suitable function at which the item will be presented. c) Service to North West College shall be recognized on a regular basis. Long service award certificates shall be bestowed upon any employee who attains milestones of five years’ service and for each five years thereafter. Full-time equivalency will be used to calculate years of service.

Additional Awards shall be presented with the following service: • 5 years: an item with a maximum value of $50 (Choice of 3 items) • 10 years: an item with a maximum value of $100 (Choice of 6-8 engraved items) • 15 years: an item with a maximum value of $150 (Choice of 6-8 engraved items) • 20 years: an item of the employee’s choice, to a maximum of $200 • 25 years: an item of the employee’s choice, to a maximum of $250 • 30 years: an item of the employee’s choice, to a maximum of $300 • 35 years: an item of the employee’s choice, to a maximum of $350 • 40 years an item of the employee’s choice, to a maximum of $400 Where practical, a small plaque shall be included featuring: i) College name and logo; ii) employee’s name; and iii) dates of service. d) Long service awards will be presented once a year, at the College’s annual ceremony.

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e) Retirement awards shall be either i) or ii) below, as chosen by the retiring employee: i) A North West College student scholarship bearing the name of the retiring employee. The scholarship will be a one time offering and may be an entrance or completion scholarship. The scholarship would be calculated at $15 for each year of service to a maximum of $400. The College would match the retirement contribution of the employee, thereby doubling the scholarship amount. The retiring employee would be invited to present the scholarship. ii) An item of the employee’s choice valued at $15 for each year of service to a maximum of $400. The retiring employee may wish to add to this amount themselves towards the purchase of a keepsake. f) The President’s office will arrange a suitable function at which the gift will be presented to the retiring employee. The function would take place as near as possible to the employee’s retirement date. g) A qualifying staff member who has provided proof of success in achieving a certification, diploma, degree, or professional designation relevant to work at the College will be recognized through a public announcement. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.15 Subject:

Criminal Record Checks & Criminal Charges Notification

Approval/Amendment Date(s): June 21, 2018 Associated Procedure/Documents: Procedure D 1.11 Criminal Record Checks & Criminal Charges Notification Next Review Date: Purpose/Philosophy: To ensure the College protects the public interest in the delivery of services and to reduce risk, the College requires criminal record checks and continued disclosure of its employees.

1.0 Policy: 1.01 Criminal Record Checks are a condition of employment for all new hires. The check must be dated no older than 3 months prior to the employee’s start date.

1.02 Additional Vulnerable Sector Checks (VSC) may be required where responsibilities warrant.

1.03 Current employees may be required to provide a CRC and/or VSC if: a) they change positions; b) the content of the job changes; c) the nature of clients warrants it; or d) it is a requirement of 3rd party stakeholders.

1.04 Effective the date of this policy, all employees shall inform the President and CEO in all situations where they are charged with a criminal offence. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.16 Subject:

Employee Code of Conduct

Approval/Amendment Date(s): August 16, 2011 Associated Procedure/Documents: Next Review Date: Policy: North West College (subsequently referred to as the "College") is a large organization offering a wide range of essential services to the residents of our region and beyond. As such, our workforce includes many individuals with the diverse backgrounds and skills required to provide quality services.

As direct reflections of North West College, employees must perform their duties in a manner that maintains and enhances public confidence and trust in the integrity, objectivity and impartiality of the College. Our integrity must be manifested daily in everything our employees do. Trust and mutual respect are the cornerstones of any relationship between the public and its government institutions. Furthermore, as an organization entrusted with public funds, the College is obligated to ensure the protection and appropriate use of all its resources and assets.

The College is proud of its organization and the services it delivers to our students and clients. The College recognizes that it is only through the commitment and effort of each employee in its workforce that the excellent quality of these services is achieved and public trust is maintained in our institution. As its most valuable and important asset, College employees therefore are expected to demonstrate the highest standards of behaviour.

All employees are expected to be aware of, and comply with, this Employee Code of Conduct (the "Code").

This Code clarifies the College's expectations of its employees, and re-affirms our commitment to caring for our communities’ needs and maintaining fiscal responsibility on behalf of the public and our employees. It provides a guide for consistent behaviour CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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in delivering services. It brings together the principles contained in various College documents, administrative policies and plans. In short, this Code is simply a formal statement of the principles of conduct the College has always embraced. It does not, however, address every law, rule or policy. It also is not a substitute for each employee’s responsibility to exercise intelligence, common sense, and good judgment, and to obtain guidance when needed. Public service is a public trust, and as an organization entrusted with public funds, it is critical that every College employee be committed to the highest standards of ethical behaviour. It is in this spirit that this Code of Conduct exists.

The Code sets forth the basic ethical and legal principles that will consistently guide the College. It is important that each of us embrace the Code of Conduct, in everything we do.

1.0 Revisions: The College’s Employee Code of Conduct is a dynamic document meant to reflect our changing needs, realities and responsibilities. Therefore, as the College evolves and new issues arise, the Code will be periodically reviewed and modified to reflect the current environment. This review process will be managed by a committee of College representatives and be conducted at least once a year.

The College has the sole right to administer and interpret the standards and to determine to what extent they are applied in a particular case.

2.0 Employee Responsibility: Employees of the College must follow the highest standards of ethical behaviour in the course of their work to ensure that public confidence and trust is maintained. The College and all its employees must be above suspicion and beyond reproach, and must be perceived in this manner.

All employees must: a) Sign off on the Code of Conduct agreement; (copy to be provided during orientation or can be obtained from HR) b) Personally abide by the Code; c) Not assist others in violating the Code; and d) Report to their Director any perceived violation and/or requests that might constitute a violation.

Supervisors have the additional responsibilities of: a) Serving as role models for compliance with the Code;

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b) Maintaining an environment that encourages open discussion about ethical and professional concerns; c) Being vigilant to prevent and detect violations of law, policy or the code; d) Immediately notifying their Director of any matter reported to them.

3.0 Principles of Conduct: An employee shall not: a) engage in any business or transaction or have a financial or other personal interest that is incompatible with the discharge of the employee's official duties, b) be under an obligation to any person who might benefit from special consideration or favour from the employee or who might seek, in any way, preferential treatment, c) give, in the performance of their duties, preferential treatment to relatives or friends or to organizations in which relatives or friends have an interest, financial or otherwise, d) deal with an application to the College for a loan, scholarship or other benefit which involves themselves or immediate relatives, e) be in a position where the employee could derive any direct or indirect benefit or interest from any contracts about which the employee can influence decisions, f) benefit from the use of information acquired during the course of their duties that is not generally available to the public, g) engage in any outside work or activity or business undertaking: h) that interferes with the employee's duties; i) in which the employee has an advantage or appears to have an advantage derived from employment at the College; j) use College property, equipment, supplies or services for activities not associated with the discharge of official duties.

4.0 Violation of Code of Conduct: The Code's references to guidelines and policies, as well as related expectations, reaffirms the College's commitment to integrity, objectivity and professionalism in delivering services to the public. Maintaining our clients’ confidence and trust in the College and its employees is of the utmost importance. The high standards of conduct expressed in this document are intended to ensure that this public trust is not compromised.

Every employee is expected to be aware of, and act in compliance with, this Code and its related policies. If you perceive a conflict between the policies contained in this Code and any other College policies, seek guidance from your Director or the Human CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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Resources Officer. Violation of these principles is a serious matter and will be dealt with as such by the College. Any employee, who has contravened these requirements, including the "reporting allegations" obligation to report any knowledge of wrongdoing, shall be subject to appropriate disciplinary action, up to and including dismissal. Any employee under investigation may be suspended with or without pay or be re-assigned to other duties pending completion of the investigation, depending on the particulars of the case and the best interests of the College.

If you have any questions about this Code or any doubt as to the propriety of a course of action, you should consult with your Director or the Human Resources Officer.

To guide you in determining whether a particular action is appropriate, ask yourself the following questions: a) Would my action comply with the spirit and purpose of College policies? b) Would I feel comfortable about doing this, or would it violate my personal standard of conduct? c) Is this action honest in all respects? d) How might the action affect others? e) Would this action embarrass me if it became known to my clients, co-workers, family or friends? f) Have I fully explored all aspects of the issue? What additional advice or information might be useful? g) Does this feel like the right thing to do?

5.0 Employee Professionalism: Employees interact with clients in receipt of College services or programs, community agencies, contractors, suppliers, and the general public on a daily basis. Employees must be professional, courteous and objective in all of these interactions.

The College's employees are its ambassadors and are expected to reflect a professional image at all times. Depending on the nature of the work of the employee, certain attire may not be appropriate. Employees are requested to be mindful of their attire and dress appropriately for their job. Each employee must also be conscious of the College's public duty and their part in the discharge of that duty. They are expected to conduct themselves with the highest degree of ethical behaviour and integrity.

As with such external relations, employees must also be professional and courteous with their co-workers. They should be aware that inappropriate behaviour in the workplace has a negative effect on others. Examples include excessive noise, inappropriate classroom or office decorations, using but not cleaning dishes, potentially offensive pictures and jokes, profanity and demonstrating little or no respect for other's CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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workspace and personal belongings. Employees are expected to be reasonable and fair in their expectations of each other and resolve any conflict in a mature and professional manner.

Employees receive remuneration in exchange for their work effort and time. The College considers excessive use of time during the workday to attend to personal matters, to be theft of time. Periodically employees may be contacted by family or other personal contacts, for reasons that are acceptable to the College. Likewise, on an infrequent basis employees may need to leave the College to attend to an urgent personal matter.

College employees will exhibit an appropriate level of professionalism and propriety in the workplace. Whenever possible and if it is necessary employees are expected to communicate with family, friends, schedule medical appointments, respond to telephone calls or electronic messages, leave the workplace, etc., for personal matters, during the lunch hour or outside of scheduled hours of work. The use of personal mobile phones and other mobile electronic devices to communicate (including text messages) for personal reasons, during the employee’s scheduled hours of work is prohibited.

Employees repeatedly or excessively engaged in activities unrelated to their employment with the College, during their scheduled hours of work, will be dealt with accordingly.

6.0 Media and Public Relations: Communications with the media and public will be conducted so that all information originates from an authoritative source within the College. The official spokespersons for the College include the President and PRESIDENT, the Director of Finance and Administration or an approved spokesperson. Prior approval for any media comments or public relations activities should be sought from these people.

It is not the intent of this Code to restrict the ability of employees to express a personal opinion on matters of general interest. In such cases, the employee must make it clear that the comment is being made in their capacity as a private citizen, and not as a representative of the College.

Similarly, the employee must use caution to ensure that the College's interests are not compromised in any way, either by the use of College letterhead, E-mail addresses or by any other implication. It is a violation of this code to make personal entries (nonemployment related comments or entries based on personal opinion) on public forums, blogs or social networking sites using College resources and/or during the employee’s scheduled work time.

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A conflict of interest occurs when, in the course of an employee's duties, the employee is called upon to deal with a matter in which the employee has a direct or indirect personal and/or financial interest. A direct interest can occur when an employee may derive, or be seen to derive, some financial or personal benefit or avoid financial or personal loss. An indirect interest may arise when the potential benefit or loss would be experienced by another person or corporation having a relationship with the employee.

These benefits, losses, interests and relationships are generally financial in nature but are not limited to such. In other words, a conflict arises when an employee participates in activities, which could advance a personal interest at the expense of the College's interests or image. Any behaviour that is a conflict, or could be perceived as a conflict, is prohibited and subject to disciplinary action.

Some of the more common areas of potential conflicts include the following: a) An employee may not make a personal bid on the sale of College property or goods, except those disposed of at public auction. b) The choice of suppliers of goods and services to the College must be based on competitive considerations of quality, price, service and benefit to the College, and must comply with its policies. Contracts will be awarded in a fair and legal manner and are subject to the established tendering procedure.

Use of one's position or knowledge to influence this process for direct or indirect personal gain is prohibited. Employees must not represent themselves as being in a position to commit the College to the purchase of goods or services except in accordance with relevant policies and practices, and within the recognized authority of their position. c) When it is necessary to engage the services of an individual or firm to consult for, or otherwise represent the College, special consideration must be given to avoid conflicts of interest between the College and the person or firm to be employed. d) Any employee that believes they, or someone else, is in breach of these provisions must comply with the disclosure requirements of the Code. e) Any doubt whether an employee is in conflict of interest should be addressed by a letter from the employee to his or her director, seeking direction on the matter. f) Post-employment conflict: employees shall not act, after they leave their position with the College, in such a manner as to take improper advantage of their previous position with the College.

8.0 Gifts and Entertainment: Employees must make workplace decisions based on an impartial and objective assessment of each situation, free from the influence of gifts, favours, hospitality or CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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entertainment. The College must avoid both the reality and the appearance of impropriety with the organizations or individuals with whom it deals.

Therefore, employees shall neither offer nor accept any gifts, favours, hospitality or entertainment that could reasonably be construed as being given in anticipation of future, or recognition of past, "special consideration" by the College. The public's perception of the integrity of the College and its employees is of great importance. We must bear in mind that what an individual employee feels is an appropriate gift in certain circumstances may not be viewed in the same light by the taxpayers or the media.

Gifts and entertainment may be given, on rare occasions, to others at the College's expense only if they are consistent with accepted business practices. As a general rule, the acceptance of even customary business amenities should be avoided. However, it is recognized that this type of hospitality may be acceptable within strict limits as a part of some reciprocal business relationships or to develop a network, which is of benefit to the College. An employee may pay for or accept customary business hospitality, such as meals, provided: a) the expenses involved are at a reasonable level, b) they are infrequent, c) they can clearly be seen as legitimately serving a definite business purpose, and d) they are appropriately related to the responsibilities of the individual.

By way of example, promotional items of nominal value (e.g. mugs, hats, shirts, pens) are considered acceptable.

Similarly, employees who are asked to speak publicly to an organization or professional association may accept a small gift provided it is reasonable under all of the circumstances. In cases where employees are asked to speak or make presentations to share information with colleagues, it may also be permissible to accept the offer of travel and/or accommodations. The employee should consult with his/her Director before accepting any offers. Employees may not accept travel, accommodations or other forms of hospitality when speaking at conferences or business functions where the purpose of the event is to solicit business from the College.

Employees should protect their integrity and prevent the appearance of a bias or conflict of interest by refusing all other forms of gifts. Repeated offers of gifts by outside persons or firms should be reported to management.

The responsibility to avoid actual or perceived conflicts of interest rests with each employee. However, guidance may be sought from your Director or the President.

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9.0 Political and Community Activity: To ensure public trust in the College, employees must be and appear to be, both personally impartial and free of undue political influence in the exercise of their official duties.

The College encourages employees to take part in community activities. However, it is important to bear in mind that such service, at times, may place the employee in a real or perceived conflict of interest situation. As a member of a community board or external committee, the employee must continually assess their involvement and expected decision-making responsibilities in light of their employment with the College. To ensure the existence and appearance of objectivity, employees should abstain from involvement in those decisions or votes that would create, or be seen to create, a conflict of interest. An employee must notify the College management of such potential or actual conflict of interest situations.

Similarly, employees engaged in political activities must take care to separate those personal activities from their official positions. Employees may participate in political activities at the federal, provincial or municipal levels providing such activity does not take place during work hours or utilize College assets, resources or property. Notices, posters or similar material in support of a particular candidate, political party or political position are not to be displayed or distributed by employees on College work sites or on College property.

Employees wishing to run for a government political office must request, and obtain, a leave of absence without pay, and abide by the respective legislation governing such elections.

10.0 Family/personal Relationships (Nepotism): As an employer responsible for providing a variety of programs and services to the citizens of our region and beyond, College employees must ensure that their personal lives and their official duties co-exist independent of each other.

One area of concern is with respect to "nepotism" or the appointment to a position or the receipt of an employment benefit based on one's kinship or family relatives. As in other areas of College business, there is an expectation, shared by the public and College staff alike, that all hiring, promotions, performance appraisals or discipline will be undertaken in an objective and impartial manner. In order to meet this expectation, the College prohibits employment situations where relatives would: a) be supervised by, or subordinate to, one another,

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b) be given preferential treatment in being recruited and/or selected for vacancies, or c) be appointed to positions where job responsibilities would be incompatible with positions occupied by relatives.

Should these or any other nepotism issues arise, employees are required to disclose the particulars to their Director for appropriate resolution.

A related concern surrounds the personal relationships between employees and friends that are in receipt of College services, especially those persons that may be seen to be vulnerable clients.

Once again, the integrity of the College as an objective and impartial public service provider may be jeopardized when an employee's personal relationship with a client appears to be the reason that the person is in receipt of the College service or the program. These types of misperceptions can arise in a variety of scenarios, for example: a) an employee dating a client who is in receipt of funding for a government program administered by the College, or b) an employee who, due to their close relationship with a client in counseling, has been listed as a beneficiary in the will of the client.

Should any of these types of personal relationships arise, the employee involved is required to disclose this perceived conflict of interest in writing to their Director, who will then address the matter accordingly.

11.0 Outside Business Activity (Moonlighting): An employee must ensure that "moonlighting" at an external job does not negatively impact on their effectiveness at the College, nor contravene any of its related policies and procedures. Employees considering or already engaged in outside employment activity must comply with the following guidelines: a) the outside job must not conflict with their College hours of work, b) outside activities must not interfere with the efficient performance of College duties, c) employee's external business activities must not compete with College services, d) employees shall not use the College's time or resources, such as vehicles, photocopiers, stationery, fax machines, computers, E-mail, internet, printers, mobile phones, pagers or other mobile electronic devices, for the benefit of their second job or for non-work related activities, and CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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e) employees shall not engage in any business activity or have a financial or other personal interest that is incompatible with the employee's College duties.

Employees must act in the best interests of the College and the taxpayer. Responsibility to avoid actual or perceived conflicts of interest lies with the individual employee.

Employees should disclose in writing all moonlighting situations with their Director in order to receive their approval and to ensure compliance with the Code and its related policies.

12.0 Related Obligations (Professional Associations): Nothing in this Code is intended to conflict with the College's obligations to its employees under its various collective agreements or employment contracts. As well as this Code, many employees may also be subject to other rules of conduct or ethics as part of their professional affiliations. These employees, including accountants, nurses and teachers/instructors, should review those expectations with their respective professional associations.

13.0 Fraud/theft: In general, fraud is an act committed which, through deceit, falsehood or other such behaviour, either deprives the College of its assets, property or other resources (this includes theft), or causes the College to act to its own detriment or prejudice.

Fraud may include acts committed with the intent to deceive, involving either misappropriation of College assets, property or other resources or misrepresentations of financial or other information to conceal such misappropriation, by such means as: a) b) c) d)

manipulation, falsification or alteration of records or documents, suppression of information, transactions or documents, recording of transactions without substance, or misapplication of accounting principles.

Each employee has a responsibility to ensure that his or her weekly time report accurately sets forth the actual hours worked. All employees are required to complete time sheets in accordance with the requirements established by the College. Each supervisor has a responsibility to ensure that the timesheets he/she is approving are accurate and reflect actual hours worked by the individual employee.

All employees shall work in accordance with both the College controls established to prevent fraudulent misconduct and all applicable legislation, regulations and government guidelines. All employees shall exercise honesty, integrity, objectivity and diligence and shall not knowingly be a party to any fraudulent activity, including theft.

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Each employee is encouraged to report, in writing, any knowledge or suspicion of fraud to their Director.

All College Directors are responsible for ensuring that adequate internal controls are in place to prevent and detect fraud. Management is accountable for monitoring employee activity and performance and ensuring all employees are aware of, and in compliance with, controls, policies and procedures.

All confirmed incidents of fraud or theft committed against the College will be viewed as acts of criminal activity and will be treated accordingly.

14.0 Alcohol and Drug Use: Employees must abide by applicable laws and regulations governing the possession or use of alcohol and drugs. The illegal use, sale, purchase, transfer or possession of any restricted or controlled drug, narcotic or any other substance while on College premises, or during working hours is prohibited and will result in discipline.

It is never permissible for employees to attend to their job duties and responsibilities having consumed alcohol, be under the influence of drugs or other similar substances, which might adversely affect performance on the job.

Similarly, the College prohibits the sale, purchase, transfer, distribution, or unauthorized possession/consumption of any alcoholic beverages by employees while on College premises or while performing their College functions.

Employees who may be experiencing problems related to alcohol and drug use are encouraged to access the Employee and Family Assistance Program provided by the College.

15.0 Privacy: Employees with access to personal information about clients/students and/or other employees must act diligently to safeguard the confidentiality of such information and to provide that information to others only when based upon a business need to do so and only when permitted by law.

16.0 Disclosure: This Code applies to all College employees. As such, each employee is required to be knowledgeable about the Code, all related College policies, guidelines, government regulations and internal controls applicable to their jobs. As such, each employee is required to address any situations of actual or potential non-compliance. For example, CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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when an employee believes that they may be in breach of the Code, then that employee must make prompt and full disclosure in writing to their College Director or their designated official. This disclosure should include a detailed description of the actual or potential breach.

An actual or potential breach may arise without any intentional wrongdoing or improper conduct on the part of the employee. In those circumstances, employees will not be disciplined or treated adversely for making prompt and full disclosure. However, all employees are expected to make every effort to avoid such circumstances. Employees are to use sound judgment and apply the Code in a proactive fashion in order to maintain the public's trust in the College's objectivity and integrity. An employee failing to disclose an actual or potential breach of the Code may be subject to discipline.

17.0 Reporting Allegation: In addition to the self-disclosure obligation, if an employee suspects fraudulent acts, breach of trust or other wrongdoing by a co-worker, the employee must report it to his/her Director or their designated official. Every effort will be made to protect the confidentiality of such information.

All employees must cooperate fully during an investigation of suspected wrongdoing in relation to any activities outlined in this Code. The College will assist an employee who makes a good faith report pursuant to this Code. Retaliation against someone who reports a violation of the Code, is a witness or is involved in an investigation is strictly prohibited. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 6.17 Subject:

Accommodation

Approval/Amendment Date(s): August 15, 2018, May 14, 2019 Associated Procedure/Documents: Policy 6.02 Fit-to-Work, Procedure D 1.12 Accommodations, The Saskatchewan Human Rights Code, The Saskatchewan Employment Act, The Workers Compensation Act Next Review Date: Purpose/Philosophy: The College is committed to fostering an inclusive workplace where all employees are treated with respect and dignity. The purpose of responsible accommodation is to ensure that individuals who are otherwise able to work are not unfairly excluded from doing so when working conditions can be adjusted without causing undue hardship to the employer.

1.0 Policy: a) The College will act in a manner consistent with its obligations under The Saskatchewan Human Rights Code. b) The College will provide a workplace that ensures equal opportunity free from discrimination consistent with the Saskatchewan Human Rights Code. c) Employees have the right to reasonable accommodation. d) The employee has an obligation to inform the employer of their need for accommodation. e) Requests for accommodation must be made prior to any workplace incident, accident or near miss in order to avoid disciplinary action. f) The College will provide timely, reasonable workplace accommodation, up to the point of undue hardship. g) An appeal process is available for employees who are unsatisfied with their accommodation assessment. The appeal process is outlined in the procedure associated with this policy.

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a) This policy applies to all current employees of the College, including full and part-time, casual, contract, permanent, and temporary employees. This policy also applies to employees on approved leave, including short and long-term disability leave, and candidates for employment. b) This policy applies to all aspects of employment including, but not limited to recruitment, selection, training, promotion, transfer, work assignment, compensation and benefits, and termination of employment.

3.0 Definitions: Reasonable Workplace Accommodation: Reasonable workplace accommodation is an economical, efficient and effective variation from an employment rule, standard, policy or practice which enables an individual protected under the Saskatchewan Human Rights Code to enjoy equal opportunities with others. Reasonable workplace accommodation will be heretofore referred to as “accommodation” for the purposes of this policy and related procedures. Accommodation may be a continuum of measures and need not be a perfect or final solution.

Undue Hardship: There is no precise legal definition of undue hardship or a standard formula for determining undue hardship. Undue hardship is generally defined as an unbearable financial cost or a considerable disruption to business, or an interference with the rights of others. The size of the employer’s operation or labour pool may be taken into account, as well as safety considerations and the nature of the employment contract. Each situation will be viewed as unique and assessed individually.

4.0 Responsibilities and Expectations: The College shall ensure that the employee’s personal medical information shall be kept confidential and will only be disclosed to those necessary in the assessment and development of the accommodation. a) Accommodation is a shared responsibility between employees, the College, as employer and the local union, where necessary. The College may need to share information with third parties in circumstances where Workers’ Compensation Board, SGEU Long Term Disability, Employment Insurance, Saskatchewan Government Insurance are involved in the employee’s case management. b) The College is responsible for: i) eliminating barriers that prevent people from accessing, or being included in, the workplace;

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ii) minimizing the need for individual accommodation by regularly reviewing rules, policies, by-laws and practices to ensure that they are not discriminatory; iii) providing individual accommodation to the point of undue hardship; iv) ensuring that all employees and candidates for employment are advised of their right to be accommodated in the workplace; v) dealing with requests for accommodation in a timely, confidential and sensitive manner; vi) the duty to inquire by initiating a discussion about accommodation when they are aware that an employee or candidate for employment may have a need for accommodation, but is unable, for whatever reason, to articulate that need; vii) involving the local union, where appropriate, in the search for accommodation for in-scope staff; viii) ensuring that the employee’s personal medical information shall be kept confidential and will only be disclosed to those necessary in the assessment and development of the accommodation; ix) ensuring each supervisor (Coordinator, Manager, Director, etc.) is responsible for ensuring the principles outlined in this Statement of Policy and Procedure are adhered to throughout all College activities for which he or she is responsible. x) ensuring that this policy is effectively implemented; and xi) assessing all accommodations on an individual basis and developing accommodation plans which consider the nature and specific circumstances of the disability. c) Employees and candidates for employment are responsible for: i) making their accommodation needs known to Human Resources personnel, where possible and practical; ii) assisting in securing an appropriate accommodation; iii) providing necessary and detailed documentation or other information in support of their request for accommodation, including information about any restrictions or limitations which could include undertaking a functional assessment or an independent medical exam; iv) working cooperatively with all relevant parties to find a reasonable accommodation and developing a workplace accommodation plan; v) accepting an offer of accommodation that meets their needs, even if it is not their preferred accommodation option; vi) participating in the development of a return to work process which includes the development of an individual accommodation plan; vii) cooperating with rehabilitation efforts; and viii) working within their restrictions. *** CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES

Policy: Subject:

6.18 Work-From-Home Policy

Approval/Amendment Date(s): September 2, 2020 Associated Procedures / Documents: Guidelines – D.1.13.01-03 Working From Home for Supervisors, Guidelines – Working From Home for Employees, Temporary Work From Home Arrangements Request and Checklist, Computer Use Policy, Computer Use Agreement, Policy 6.02 Fit-to-Work, Procedure D 1.02 Fit-to-Work, The Saskatchewan Employment Act, Workers Compensation Act and The Collective Bargaining Agreement between North West College and SGEU Next Review Date: 1. Purpose/Philosophy: While it is expected that normally staff will be in the workplace, it is accepted that there may be certain extraordinary circumstances where an individual, their Supervisor and their Director agree that it is mutually beneficial for that individual to work at home, on a part-time basis.

2. Policy: a) The College will continue to meet its obligations under legislation. b) The Executive Management Committee can impose work-from-home arrangements when Health and Safety considerations are a factor. c) Working from home is a privilege, not a right however, an employee may request a work-from-home arrangement at any time. The request must include rationale for mutually beneficial terms for work-from-home. d) A member of Executive Management will have the final determination on the viability and the terms of work-from-home arrangements. e) The work-from-home arrangements are temporary with a defined start and end date. f) Work-from-home arrangements must fulfill the expectations of the employee’s role. g) Working from home schedules must be consistent with the employee’s normal total hours of work in a day.

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h) Work from home must be in a designated space, appropriate to the nature of the work, and meet occupational health and safety requirements. i) In-person contact for College business purposes with other employees, clients, stakeholders or students cannot occur at an employee’s residence. j) Employees working from home must adhere to the terms and conditions of employment, relevant Collective Bargaining Agreement, legislation, regulations and policies.

3. Scope: This policy applies to all current employees of the College including: a) in-scope full time & part time; b) out-of-scope non-management; and c) out-of-scope management.

4. Definitions: a) Work-from-home is defined as a situation where the College deems circumstances are appropriate for an employee of the College to be compensated for performing assigned responsibilities from their home.

5. Responsibilities: a) The Human Resources Personnel are responsible for: i. ensuring that this policy is effectively implemented and; b) A member of Executive Management is responsible for: i. making the final decision as to whether or not the employee will be approved to work from home. c) Supervisors are responsible for: i. working with the employee to develop a plan, rationale and timelines; and ii. monitoring the progress of the work plan and meeting of timelines. d) Employees are responsible for: i. making their request to work-from-home known to their Supervisor and Director; ii. being self-motivated, results orientated, and meeting priorities and deadlines; iii. providing responsive learning and other support services to students, prospective students, clients, internal clients and the general public; iv. working independently with minimal supervision; v. meeting the expectations in their current positions; vi. communicating regularly with their Supervisor to provide status of work and; vii. having a home situation conducive to working-at-home and that will meet occupational health and safety requirements.

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6. Expectations: a) A Work-From-Home arrangement is a shared responsibility between employees, supervisors and a member of Executive Management. c) The position must be well suited for such an arrangement. d) Clearly defined objectives that can be subject to performance measurement are arranged by mutual agreement with the employee and supervisor. e) Coordination of tasks within a department and with other departments must be maintained. f) Where collaboration and interaction are necessary, college email, telephone or video conferencing is to be used, based on the need. h) The workspace must include the following: i.

Clear and unobstructed aisles, walkways, stairs, if applicable and exits. ii.

Surroundings are free of “trip, slip or fall’, fire and other hazards. iii.

Proper ergonomics and appropriate lightning. iv. Adequate and safe storage. j) Employees working from home must ensure: i. that adequate safeguards are in place to protect confidential information; ii. their laptop screen is not easily viewed by others; iii. proper logout of computers when not in use; iv. passwords are used on all devices; and v. documents should be placed in folders and put away so that they cannot be easily viewed by others. k) Employees working from home should use equipment provided by the employer in accordance with the Computer Use Policy and Computer Acceptable Use Agreement. m) Employees working from home must be available to their managers, teams, College students and internal/external clients during regular working hours.

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 7.01 Subject:

IT Security Management

Approval/Amendment Date(s): May 3, 2015 Associated Procedure/Documents: Procedure E 1.01 IT Security Management, Policy 3.03 Computer Use Policy & Procedural Guidelines Acceptable Use Agreement Next Review Date: Purpose: North West College is committed to the Information Technology security management, including the protection, confidentiality, integrity, availability, reliability and recoverability of the College’s IT systems and data on our network.

1.0 Scope: Everyone at the College has a responsibility for the proper handling and protection of confidential information as set out in the Policy Statements. These policies apply to the entire College community including faculty, staff, and students. The Policy is supported

by Procedures that describe what must be done to be in compliance.

2.0 Definitions: IT systems and data – all IT hardware, computer software, electronic data, and associated peripherals.

3.0 Policy: a) The College will reduce the risk of negligent or deliberate system misuse and protect the confidentiality, authenticity, integrity and continuity of Information Technology systems and data. b) The College will ensure an information security management framework is in place and remains current. The College’s Executive Management will approve the framework every three years. c) The College will restrict access to digital information on the College network, CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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as well as access to networks and network services, on the basis of business security requirements, and access control rules will take account of policies for information dissemination and authorization. d) The College will restrict the physical access and security to the College’s data-processing facilities and equipment. e) The College will ensure measures are in place to prevent disruptions to information systems and loss of digital data and ensure business continuity. f) The College will ensure compliance with applicable legislation and contractual requirements, including but not limited to intellectual property rights for software or document copyright, design rights, trademarks, patents and source code license. g) Staff are required to comply with information security policies, procedures, and practices established by the College. If multiple policy statements or security standards are relevant for a specific situation, the most restrictive security standards will apply.

Failure to comply with established policies and practices may result in loss of computing privileges and/or disciplinary action. h) Students are required to comply with information security policies, procedures, and practices established by the College. If multiple policy statements or security standards are relevant for a specific situation, the most restrictive security standards will apply.

Failure to comply with established policies and practices may result in loss of computing privileges and/or disciplinary action as per student policy.

4.0 Responsibility: Executive Sponsor Coordinator, Information and Technology Executive Management

Has the overall responsibility for the implementation of the IT Management policies and procedures.

Will develop, implement, monitor and communicate procedures to ensure appropriate IT controls.

Will have final approval over policy. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 7.02 Subject:

Anti-Spam

Approval/Amendment Dates(s): June 10, 2016 Associated Procedure/Documents: Next Review Date: Purpose: North West College is committed to ensuring compliance with the provisions of Canada’s Anti-Spam Legislation and associated regulations (CASL). The purpose of this Canada’s Anti-Spam Legislation Policy is to define the roles and responsibilities of North West College and its employees.

1.0 Scope: This policy applies to all employees of the College (full-time, part-time, contract and casual), and/or any other persons who have been given access to a College email account.

This Policy applies to all employees of the College when sending electronic messages from any College account or owned domain name for the purpose of promoting, advertising, marketing, or selling a North West College product or service or promoting the North West College brand.

2.0 Definitions: Altering transmission data – Manipulating the information regarding where, how or when the communications is sent, so the electronic message is delivered to a destination or recipient that is different or in addition to and unbeknownst to and without the original sender’s express consent.

Commercial activity – Anything of commercial nature promoting a product, goods or service to a person or inspires a person to engage in the purchase of that product, good, or service.

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Commercial Electronic Messages (CEMs) – is any electronic message that is sent for the purpose of marketing or advertising.

Express consent – Permission which has been given in writing by an individual to receive messages.

Implied consent – Consent that the individual is knowingly giving permission can be confirmed based on the nature of the services being provided.

Social media – Digital technologies and practices enabling people to use, create, and share content in many forms such as text, images, audio, video, and other multimedia communications. Examples include blogs, social networking websites and video sharing websites.

3.0 Policy: a) All employees are governed by this Policy when sending CEM’s and are responsible for ensuring they adhere to CASL requirements for the sending of CEMs and unsubscribing an electronic address from receiving future CEMs. All outbound CEMs will: i) identify the College sender (department or employee) of the message; ii) include the College senders (department or employee) contact information; and provide an unsubscribe mechanism. b) Social media direct messages may only be sent if it is in response to an inquiry. Only College employees who have been authorized to act on behalf of the College may use external social media channels to communicate for the College’s business purposes. c) All employees will ensure they have prior implied or express consent to send a CEM to an electronic address. d) All CEMs sent by employees (including when using third parties to send CEMs on behalf of the College) will be sent in accordance with the requirements outlined in the CASL. e) If implied consent does not exist, it is necessary to obtain express consent.

Express consent must include: i) The purpose for which the consent is being sought; ii) iThe College department/employee requesting the consent; iii) The contact information of the College department/employee sending the CEM; and iv) A statement that consent can be withdrawn at any time. f) Verbal consent (i.e. orally obtained consent) and written proofs of consent must be stored by each department/employee for a minimum of three (3) years.

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g) Employees must verify the unsubscribe status of electronic addresses before sending any CEMs. h) Electronic mail lists must be updated within ten (10) business days of receipt of unsubscribe requests. i) The Department Supervisor of each individual department/employee is responsible for ensuring that employees in respective departments receive CASL awareness training. j) The department/employee supervisor of each individual is responsible for ensuring that their respective department/employee is complying with CASL. 4.0 Responsibility: The Director of Finance and Administration is responsible for all aspects of this policy. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 7.03 Subject:

Cell Phone

Approval/Amendment Date(s): August 16, 2016 Associated Procedure/Documents: Procedure E 1.02 Cell Phone, Policy 7.02 Anti-spam policy, Policy 2.01 Employee Code of Conduct Next Review Date: Purpose: North West College (NWC) recognizes the importance of cell phones in undertaking our business and is committed to establish guidelines regarding the purchase and usage of such devices and define the roles and responsibilities of North West College and its employees.

1.0 Scope: This policy applies to all employees of NWC (full-time, part-time, contract and casual), and/or any other persons who have been granted a NWC email account).

This Policy applies to all employees of NWC who have been assigned and/or operate a College cell phone.

2.0 Policy: a) Request for a College cell phone must be made to the President or Director responsible. Eligibility and approval of a College cell phone is determined by the President and/or the Director responsible. The cell phone device must be essential for the employee to properly perform his or her required duties. The following criteria must be used when approving requests for communication devices. i) The employee’s job duties are critical to the operation of the College and immediate response may be required. ii) The employee needs to be accessible after normal working hours. iii) The employee must be accessible in the event of an emergency.

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b)

c) d)

e)

f) g) h)

i)

j)

iv) The employee is frequently away from access to traditional land based phone services. v) The employee’s job requires them to be mobile with direct office contact and access to email is essential to their responsibilities.

The assignment of a College-owned phone is made to allow employees to conduct College business. There may be circumstances when an employee with a College-owned communication device uses it for personal reasons. To the extent that such personal use results in increased charges to the College, the employee may be responsible for reimbursing the College for the cost of excess charges.

Use of College owned communications devices shall be in accordance with other relevant College policies (i.e.: NWC Anti-Spam policy and Employee Code of Conduct).

It is the responsibility of the end user: i) to ensure all cell phones are password protected at all times and employees shall not allow non-College employees use of these devices; ii) employees are expected to use the devices in a manner that is lawful, moral and respectful at all times; iii) employees are expected to protect the devices from loss, damage or theft; and iv) employees must turn off roaming when using phones out of the country.

All cell phones issued by NWC, are the property of the College.

Employees should have no expectation of privacy. Phones may be recalled at any time and remote wiping of all data will be performed if deemed necessary.

Employees on a leave of absence may be required to return their device during the leave.

Upon resignation or termination with the College, phone numbers will be cancelled or transferred to a new College employee.

The Director is responsible for management of all devices authorized to staff members under their responsibility and therefore must notify the Director of Finance and Administration and the Coordinator of Information Technology when changes, cancellations or transfers of a device need to be made.

It is the responsibility of the Information Technology department to maintain a process for requests and support of cell phone devices and to ensure remote memory wiping on capable devices upon departure from NWC. The Director of Finance and Administration is responsible to maintain a list of all College authorized cell phones and request forms, as well as monitor billings.

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3.0 Responsibility: The Director of Finance and Administration is responsible for all aspects of this policy. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 7.04 Subject:

Records Retention and Disposal

Approval/Amendment Date(s): December 5, 2019 Associated Procedure/Documents: Procedure E 1.06 Records Retention and Disposal Next Review Date: Purpose/Philosophy: North West College has a lawful duty to keep and maintain records and books of account pursuant to the Income Tax Act, Employment Insurance Act, Canada Pension Plan, as well other other federal and provincial regulatory bodies.

1.0 Policy: All staff must adhere to the appended procedures for record retention/destruction and abide by the related periods of time for which records must be retained before they can be destroyed. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 8.01 Subject:

Student Financial Support Program

Approval/Amendment Date(s): August 27, 1999, February 2, 2010, June 17, 2014, March 1, 2016, July 11, 2018 Associated Procedure/Documents: Procedure E 1.03 Student Financial Support Program Next Review Date: Purpose/Philosophy: To attract and support students, stimulate industry and community engagement, and maximize available resources.

1.0 Policy: The College will institute a Student Financial Support Program targeted to three main areas: a) merit based; b) needs based; and c) criteria based.

Awards will be reviewed annually and are dependent on two primary factors: a) student candidates, and b) funds available.

2.0 Priorities: The Student Financial Support Program will facilitate the College in meeting its program priorities. a) Increase enrolment in College programs. b) Address financial barriers for students. c) Maximize enrolment of target groups as per the direction provided by the College's Strategic Plan. d) Contribute to high achievement rates.

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e) Stimulate industry and community engagement.

3.0 Administration and Reporting: a) The Student Financial Support Program and related policies will be reviewed annually. This review will include available resources and expected awards. b) The College shall administer this policy consistent with Canada Revenue Agency regulations, in accordance with charitable organization status, and adhere to the requirements of its funding agencies. c) The College will issue awards in a manner that ensures students meet the eligibility requirements and are in good standing with the College for the period in which their awards are distributed. d) For entrance awards valued at $1500 or more the College will implement a two-part award disbursement process as its recourse for student withdrawal.

The first installment will be $1000. The remainder of their awarded money will be mailed to them by March 30th. e) The College shall destroy all award applications after 7 years.

4.0 Sources of Award Funding: a) Government - Saskatchewan Innovation and Opportunity Scholarship Program b) Donor Support c) Fundraising Events 5.0 Donor Framework: a) Sky (blue) $3500+: i) Name & logo on donor board ii) Name & logo in scholarship marketing material iii) Other public acknowledgement iv) Participate & recognition in awards ceremony v) Criteria specific Award & Application Based b) Forest (green) $1000-3499 i) Name & Logo on donor board ii) Participate & recognition in awards ceremony iii) No Application but can pick discipline c) Wheat (yellow) Under $1000 i) Name on donor board ii) Invite to award ceremony & acknowledgement iii) Contribution to general scholarship fund CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures

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6.0 Grandfathered Awards: Donors established as of June 2014 will be grandfathered under their current agreement.

7.0 Duration of Awards: Awards will be allocated on an annual basis.

8.0 Awards Description: a) The purpose of these awards is to help meet the priorities of the College. i) Merit Awards: Merit awards are based on academic achievement. These awards are not application based. ii) Needs-Based Awards: Needs-based awards are granted to students to help make post-secondary education more affordable. These awards are application based. iii) Criteria-Based Awards: Criteria awards are defined by specific measures that are not solely academic based. These awards are application based.

9.0 Roles and Responsibilities: a) Manager of Corporate Services is responsible for the overall management including government reporting of the student financial support program. b) Marketing & Communications Coordinator is responsible for solicitation of donors and fundraising; promotion and publicity, management of the Scholarship Master List, the tracking and reporting of award recipients and donor relationship management. c) Controller is responsible for the tracking of funds received and distributed, reconciliation of donor funds and the Controller is responsible for payment processing of awards. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 8.02 Subject:

Social Media

Approval/Amendment Date(s): 2012 Associated Procedure/Documents: Procedure E 1.04 Social Media Next Review Date: Purpose/Philosophy: This policy has been developed to clarify how best to enhance and protect personal and professional reputations whilst the College community participates in social media.

Policy will help to ensure that the College is appropriately portrayed, promoted, and protected and assure that staff and students have guidelines to reference when creating, managing and/or contributing to social media.

1.0 Policy: College users need to follow the same behavioural standards online as they would offline. The same laws, professional expectations, and guidelines for interacting with staff, students, parents, alumni, donors, media, and others apply. Staff and students may be held liable/be subject to discipline for what they post to social media sites ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES POLICY 8.03 Subject:

College Ceremonies Protocol

Approval/Amendment Date(s): November 18, 1996 Associated Procedure/Documents: Procedure E 1.05 College Ceremonies Protocol Next Review Date: Purpose/Philosophy: The College Ceremonies Protocol Policy will ensure appropriate staff, Board, and other representation at College official ceremonies. It suggests acceptable guidelines to achieve the event’s purpose and provides assistance to planning committees.

1.0 Policy: Official College functions shall follow the ceremonies protocol. ***

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Administrative Policies and Procedures ADMINISTRATIVE POLICIES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES APPENDIX B – ACADEMIC PROCEDURES APPENDIX C – FINANCE PROCEDURES APPENDIX D – HUMAN RESOURCES PROCEDURES APPENDIX E – INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES

UPDATED: AUGUST, 2019

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES PROCEDURE A 1.01 Subject:

Administrative Policies and Procedures Manual Guidelines

Approval/Amendment Date(s): November 9, 1995 Associated Procedure/Documents: Policy 1.01 Administrative Policies and Procedures Manual Next Review Date: Procedures: A.1.01.01 The Administrative Policies and Procedures Manual includes the major guidelines on College operations and describes the manner in which policies are administered.

A.1.01.02 Administrative policies and procedures are to be clearly set out in a manual to be maintained and kept current by the CEO in consultation with the senior management staff.

A.1.01.03 College staff may submit recommendations for policy and procedure changes through normal channels of communication.

A.1.01.04 Administrative policies and procedures shall be approved by Senior Management Committee. Proposals for new policy and procedure or revisions to existing policy and procedure should be circulated to committee members in advance of meeting dates.

A.1.01.05 Copies of the Policy and Procedures Manual are distributed to all supervisors throughout the College.

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A.1.01.06 Revisions and additional policies and procedures will be distributed from the President's office to manual holders who are responsible for incorporating the changes to their manuals and ensuring appropriate staff are informed about relevant policies. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES PROCEDURE A 1.02 Subject:

Harassment Complaint Procedures

Approval/Amendment Date(s): November 1, 2012 Associated Procedure/Documents: Policy 2.03 Anti-Harassment Next Review Date: A.1.02.01 Purpose: This document sets out three types of complaint procedures that may be used. They are procedures that apply where: a) no alleged harasser is named, and an informal resolution is sought, b) an alleged harasser is named, and an informal resolution or mediation is sought, or c) an alleged harasser is named, and an investigation is required, d) the College becomes aware of an incident of alleged harassment without notification from the alleged victim.

A.1.02.02 Designated Persons: Formal or informal harassment complaints can be made to the Supervisor, Out-OfScope Manager, the Human Resources Officer, Union Official or the CEO. A.1.02.03 Representation: Union members have a right to union representation during any of these processess.

Non-union employees are also entitled to representation by a person of their choice.

A.1.02.04 Attachment(s): a) Harassment Complaint Form b) Complaint Procedure - Option 1 - no alleged harasser named - informal resolution sought c) Complaint Procedure - Option 2 - alleged harasser named - informal resolution or mediation sought CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

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d) Complaint Procedure - Option 3 - alledged harasser named - investigation required e) Complaint Procedure - Option 4 - The College becomes aware of an incident of alleged harassment without notification from the alleged harassed person f) Taking Action to Stop and Prevent Harassment

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North West College HARASSMENT COMPLAINT FORM – STRICTLY CONFIDENTIAL Please complete the form in confidence and submit it to a designated person as identified in the Harassment Complaint Process.

Section One – Complainant Information

Name:

Date:

Workplace Location: Home Phone #:

Alternate Contact #:

Section Two – Grounds for Complaint

On what grounds did the alleged harassment occur? Please check any that apply to your situation.

Sexual Harassment, which is conduct, comments, gestures or contact of a sexual nature, that is offensive, unsolicited or unwelcome.

Harassment is any inappropriate conduct, comment, display, action or gesture by a person, that constitutes a threat to the health or safety of a worker and that falls within one of two categories. 1

1.

OR 2.

Harassment based on prohibited grounds (Definitions of the prohibited grounds are provided at the end of this form): Religion Colour Creed Ancestry Marital status Nationality Family status Physical size or weight Sex Place of origin Sexual orientation Race or perceived race Disability Receipt of public assistance Age Personal Harassment – harassment that adversely affects the worker’s psychological or physical well-being and that the person knows or ought to reasonably know would cause a worker to be humiliated or intimidated. Under this category, the harassment must:  Involve repeated action or display or  Involve a single, serious occurrence that has been established to have caused a lasting harmful effect on a worker and  Not be any reasonable action that is taken by an employer or supervisor relating to the management and direction of the employer’s workers or the place of employment.1

1

Government of Saskatchewan, Advanced Education Employment and Labour, OHS Publications, Hazard Alerts, Safety Bulletins - Harassment, www.labour.gov.sk.ca/harassmentpg - October 1, 2007 CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

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Section Three – Respondent(s)

The person(s) who you allege committed the harassment.

Section Four – Details of the Complaint

Please describe the objectionable behavior. Include such things as:  Witnesses  What occurred  What you have done in response  Location to the behavior, etc.  Date and Time Use additional pages if needed.  Circumstances surrounding the incident

Section Five – Witness(s) of Alleged Harassment

Please list names.

Section Six – Relevant Documents

Please attach copies of any documents that you consider relevant.

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Section Seven – Signature

By signing this complaint, I am agreeing to have the allegations of harassment communicated in summary format to the respondent, and with the consent of the respondent(s), their union representative, if applicable.

Signature of Complainant

Date

Definitions of Prohibited Grounds: Religion - Includes all aspects of religious observance and practice as well as beliefs.

Creed - Means religious creed. A professed system and confession of faith, including both beliefs and observances or worship. A belief in a god or gods or a single Supreme Being or deity is not a requisite.

Marital status - Means that state of being engaged to be married, married, single, separated, divorced, widowed or living in a common-law relationship, but discrimination on the basis of a relationship with a particular person is not discrimination on the basis of marital status.

Family status - Means the status of being in a parent and child relationship.

“Child” means son, daughter, stepson, stepdaughter, adopted child and person to whom another person stands in place of a parent. “parent” means father, mother, stepfather, stepmother, adoptive parent and person who stands in place of a parent to another person.

Sex - Means gender and discrimination on the basis of pregnancy or pregnancy-related illnesses is deemed to be discrimination on the basis of sex.

Sexual orientation - A private preference of an individual for heterosexuality, homosexuality or bisexuality; or a history of such a preference or an identification with having such a preference.

Disability - Any degree of physical disability, infirmity, malformation or disfigurement and, without limiting the generality of the foregoing, includes: a) epilepsy b) any degree of paralysis c) amputation d) lack of physical co-ordination e) blindness or visual impediment f) deafness or hearing impediment g) muteness or speech impediment CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A Revised August, 2019

h) physical reliance on a service animal, wheelchair or other remedial appliance or device i) an intellectual disability or impairment j) a learning disability or a dysfunction in one or more of the processes involved in the comprehension or use of symbols or spoken language k) a mental disorder.

Age - Means any age of eighteen years or more.

Colour - Refers to skin tone and most particularly, to those whose skin colour is not white. Discrimination on the basis of colour then refers to racism.

Ancestry - A line of people from whom one is descended; family descent.

Nationality - Is a legal status, acquired by birth of naturalization, which signifies which country one belongs to. A passport is issued on the basis of this legal status.

Physical size or weight Place of origin - The geographical location of one’s birthplace.

Race or perceived race - Refers to a group of people of common ancestry, distinguished from others by physical characteristics such as colour of skin, shape of eyes, hair texture or facial features.

Receipt of public assistance - Means the receipt of: a) assistance as defined in The Saskatchewan Assistance Act; or b) a benefit as defined in The Saskatchewan Income Plan Act. 2

2 Definitions supplied by the Saskatchewan Human Rights Code being Chapter S-24.1 of the Statutes of Saskatchewan, 1979(effective August 7, 1979) as amended by the Statutes of Saskatchewan, 1980-81, c.41 and 81; 1989-90, c.23;1989-90, 1993, c.55 and 61; 2000, c.26; and 2007, c.39., the Canadian Human Rights Commission and the Saskatchewan Occupation Health and Safety Act

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COMPLAINT PROCEDURE OPTION 1 No alleged harasser named – informal resolution sought Step 1 An individual reports an incident or concern to the Supervisor, their Out-Of-Scope Manager or anyone designated to receive harassment complaints.

Step 2 The person receiving the complaint: a) reviews the complaint procedures identified herein and the options identified in Appendix A of this policy with the complainant, and b) informs the Out-Of-Scope Manager of the complaint.

Step 3 The Out-Of-Scope Manager takes action appropriate and necessary to address the complaint. Such action may include: a) conducting a staff meeting to discuss and review the policy, and b) providing workshops, videos or written information on the prevention of harassment.

If the Out-of-Scope Manager assesses the nature and severity of the claim as too serious to be dealt with at this level, then the Out-Of-Scope manager will inform the complainant as necessary. The claim will be dealt with at either Option 2 or Option 3, depending on the nature and severity of the claim.

The Out-Of-Scope Manager informs the complainant of the action that is taken to address the complaint or concern. Note: Where the complainant has alleged that the harassment has not ended, the complainant will submit his/her complaint in writing. The written complaint will identify the particulars including the alleged harasser(s). This will allow the College to appropriately address the complaint using either the informal resolution processes or an investigation may be initiated.

Confidentiality The College, or anyone acting on behalf of the College, should not disclose the complainant’s name or other identifying information to any person. In certain circumstances, the complainant may agree to release identifying information in order to implement the harassment policy, the resolution process or the final resolution itself.

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COMPLAINT PROCEDURE OPTION 2 Alleged harasser named – informal resolution or mediation sought Step 1 An individual reports an incident or concern to their Supervisor, Out-Of-Scope Manager or anyone designated to receive harassment complaints. The complaint shall be recorded in writing.

Where an informal resolution is sought, the complainant should indicate the type of resolution and resolution process s/he is seeking. Examples include: an apology, supervisory counseling, a facilitated meeting with the alleged harasser, workshop or training sessions, and mediation.

Step 2 The designated person receiving the complaint: a) reviews the complaint procedures identified herein and the options identified in Appendix A of the policy, with the complainant, and b) informs the Out-Of-Scope Manager of the complaint. This will include a meeting between the complainant and the Out-Of-Scope Manager to discuss the complaint. Where it is alleged that the Out-Of-Scope Manager is involved in the harassment, the person receiving the complaint refers the matter to another Out-Of-Scope Manager.

The Out-of-Scope Manager: a) meets privately with the alleged harasser to review the complaint. b) in consultation with Human Resources, the Out-Of-Scope Manager will determine whether the conduct complained about falls within the harassment policy. c) if harassment has occurred, the Out-Of-Scope Manager will determine if there is agreement on a resolution or a resolution process. If no harassment has occurred, the Out-Of-Scope Manager will inform the complainant of the determination and the harassment complaint process ends or the complainant may request an investigation, as set out in Complaint Procedure Option 3.

Step 3 Where there is agreement on the resolution or resolution process to be used, the OutOf-Scope Manager: a) facilitates the agreed upon resolution or resolution process.

Step 4 The complainant is informed that s/he may move to the formal complaint procedure Option 3: a) if the complainant, the alleged harasser, or the Out-Of-Scope Manager do not agree to a resolution process, or

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b) if the resolution process does not resolve the matter to the complainant’s satisfaction.

Step 5 Where the complainant and alleged harasser agree to a resolution, the Out-Of-Scope Manager follows up with the complainant to ensure the agreed resolution was effective in stopping and preventing further harassment.

Where the complainant indicates that the harassment has not ended, the Out-Of-Scope Manager counsels the complainant to pursue an alternate resolution process, including a formal investigation.

Confidentiality The College, or anyone acting on behalf of the College, should not disclose either the complainant’s or alleged harasser’s name or other identifying information to any person.

In certain circumstances, the complainant and alleged harasser may agree to release identifying information in order to implement the harassment policy, the resolution process or the final resolution itself.

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COMPLAINT PROCEDURE OPTION 3 Alleged harasser named – investigation required Step 1 An individual reports an incident or concern to their Supervisor, their Out-Of-Scope Manager or anyone designated to receive harassment complaints. The complaint should be in writing, be dated and contain the following information: a) the name and job title of the complainant and contact information b) the name and job title of the alleged harasser and available contact information c) a description of the conduct, display or events considered objectionable, including dates and location of events; the details of the complaint should describe the behaviour that you are objecting to. i) What was said or done? ii) When? iii) How often? iv) Where? v) The circumstances surrounding the incident(s). vi) Describe what has been done so far, in response to the behaviour. d) the names and available contact information of any possible witnesses e) a description of the basis of the alleged harassment. (e.g., sex, age, ancestry, disability, physical size, marital status, adverse effect on a person’s wellbeing) f) the remedy sought. g) other information or material the complainant considers relevant h) the signature of the complainant Step 2 The designated person receiving the complaint: a) reviews the complaint procedures identified herein and the options identified in Appendix A of this policy with the complainant, and b) provides a copy of the written complaint to the Out-Of-Scope Manager (where it is alleged the manager is directly involved in the harassment, the person receiving the complaint refers the matter to another Out-Of-Scope Manager), c) the Out-Of-Scope Manager provides a copy of the written complaint to the alleged harasser, and reviews the complaint procedures with the alleged harasser. d) the Out-Of-Scope Manager requests a written statement in response to the complaint, from the alleged harasser. e) the Out-Of-Scope Manager determines whether the conduct complained about falls within the harassment policy.

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Step 3 The person receiving the complaint, the Out-Of-Scope Manager, the Human Resources Officer and the Union Official where one has been requested, review the complaint and determine: a) whether there are resolution options, other than investigation, that are available and acceptable to the complainant and alleged harasser or b) determine who will conduct the investigation where one is required.

Step 4 Where an investigation is required, the College appoints an investigator or team of Investigators, in consultation with the Union.

The Investigator(s) will: a) be trained in conducting an investigation and will operate in accordance with this policy, and b) have no apparent bias or interest in the outcome of the investigation; Where the complainant or the alleged harasser objects to the appointment of an investigator, on the basis of bias or conflict of interest, the College, in consultation with the union, will appoint another investigator.

Step 5 The investigator(s) conducts an investigation in accordance with the following guidelines: a) the investigation commences and concludes as soon as reasonably possible. b) witnesses are interviewed separately, and written witness statements are prepared. c) witnesses are asked to review and sign their written statements. d) witnesses are advised to keep the investigation and the identity of the complainant and alleged harasser in confidence, unless they are required to disclose them by law. e) euring the investigation process, both the complainant and the alleged harasser are entitled: i) to be informed of all the allegations made against them, and ii) be allowed the opportunity to make a full answer and defense.

This does not mean that either party is entitled to see or receive copies of the complete statements. Both are entitled, however, to see or receive an adequate summary of the evidence to make a full answer and defense.

Step 6 Once the investigation is complete, the investigator(s) will prepare a written report setting out: a) a summary of the evidence, b) a description of any conflict in the evidence, CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

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c) the investigator’s conclusions on the facts and reasons for reaching that conclusion, and d) any recommended corrective action where harassment has been found to have occurred.

The investigator’s report will be delivered to the Out-Of-Scope Manager, the Human Resources Officer, the complainant, the alleged harasser, the person receiving the complaint and the union representative(s) where union representation has been requested. The report is marked as confidential and delivered with the notation that it should be kept in confidence unless disclosure is required by law or is necessary to implement corrective action or other legal remedies.

Step 7 The College: a) takes corrective action that the College considers appropriate and effective, b) informs the complainant and harasser of the corrective action. Where the corrective action is different from the action recommended in the investigator’s report, the College should provide reasons for not taking the investigator’s recommended action, c) informs the complainant of his/her right to file a complaint with The Occupational Health and Safety Division and/or The Saskatchewan Human Rights Commission.

Step 8 The College, after the corrective action has been taken, follows up with the complainant to ensure that the corrective action was effective in stopping and preventing harassment. If the complainant indicates that harassment has not ended, or that s/he has suffered reprisal as a result of making the complaint, the College should take additional or alternative corrective action to resolve the complaint.

Disclosure of investigation documents All documents and statements obtained during the course of the investigation, including the names and copies of witness statements, should not be disclosed to any person unless required by law.

Confidentiality The College or anyone acting on behalf of the College, should not disclose the name of the complainant or the alleged harasser, as well as any information that may identify the complainant or alleged harasser. The disclosure of such information may be necessary, however, to conduct the investigation, implement corrective action, or pursue other legal remedies.

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COMPLAINT PROCEDURE OPTION 4 The College becomes aware of an incident of alleged harassment without notification from the alleged harassed person Where the College becomes aware of an incident of alleged harassment, the College is required to take action in a timely manner.

Step 1 Once the College is made aware of an incident of alleged harassment without notification from the alleged harassed person, the Out-of-Scope manager will contact the person who was allegedly harassed. The alleged harassed person and the Out-ofScope manager will discuss the nature of the alleged incident.

Step 2 The Out-of-Scope manager will confirm whether the alleged harassed person wishes to report the incident. If the alleged harassed person elects to report the incident of alleged harassment, then the Out-of-Scope manager will review the Complaint Procedure Options 1 to 3 with the employee. The Out-of-Scope manager takes action appropriate and necessary to address the incident.

Step 3 If the employee elects not to report the alleged incident of harassment, then the employee will produce a written statement to this effect.

Step 4 In order to determine how to address the alleged incident of harassment, the Out-ofScope Manager will gather facts and take witness statements where necessary. The gathering of facts will include the following steps: a) the alleged incident shall be recorded in writing. This statement will be provided by the person(s) who brought the matter forward to a designated person. b) witnesses are interviewed separately, and written witness statements are prepared. Witnesses are asked to sign their written statements. c) the Out-of-Scope Manager meets privately with the alleged harasser. d) witnesses are advised to keep the investigation and the identity of the alleged harassed person and alleged harasser in confidence, unless they are required to disclose them by law. e) any other pertinent evidence is gathered.

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The Out-of-Scope Manager, in consultation with the Human Resources Officer, will review and assess the data and determine whether the matter will be dealt with under the Anti-Harassment policy. If the alleged conduct falls within the definition of harassment as stated in the Anti-Harassment policy, the Out-of-Scope Manager follows the steps within either Complaint Procedure 1 or 2 or the Out-of-Scope Manager follows the steps below where an investigation is required to address the incident. The choice of Complaint Procedure Option will depend on the nature and severity of the incident.

If the conduct does not fall within the definition of harassment as stated in the AntiHarassment policy, the matter will be dealt with outside of these procedures.

Where an investigation is required, the College appoints an investigator or team of Investigators, in consultation with the Union.

The Investigator(s) will: a) be trained in conducting an investigation and will operate in accordance with this policy, and b) have no apparent bias or interest in the outcome of the investigation; Where the alleged harasser objects to the appointment of an investigator, on the basis of bias or conflict of interest, the College, in consultation with the union, will appoint another investigator.

Step 5 The investigator(s) conducts an investigation in accordance with the following guidelines: a) the investigation commences and concludes as soon as reasonably possible. b) witnesses are interviewed separately, and written witness statements are prepared. c) witnesses are asked to review and sign their written statements. d) witnesses are advised to keep the investigation and the identity of the complainant and alleged harasser in confidence, unless they are required to disclose them by law. e) during the investigation process, the alleged harasser is entitled: i) to be informed of all the allegations made against them, and ii) be allowed the opportunity to make a full answer and defense.

This does not mean that the alleged harasser is entitled to see or receive copies of the complete statements. They are entitled, however, to see or receive an adequate summary of the evidence to make a full answer and defense.

Step 6 Once the investigation is complete, the investigator(s) will prepare a written report setting out: a) a summary of the evidence, b) a description of any conflict in the evidence, CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

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c) the investigator’s conclusions on the facts and reasons for reaching that conclusion, and d) any recommended corrective action where harassment has been found to have occurred.

The investigator’s report will be delivered to the Out-Of-Scope Manager, the Human Resources Officer, the alleged harasser, the person receiving the complaint and the union representative(s) where union representation has been requested. The report is marked as confidential and delivered with the notation that it should be kept in confidence unless disclosure is required by law or is necessary to implement corrective action or other legal remedies.

Step 7 The College: a) takes corrective action that the College considers appropriate and effective, b) informs the complainant and harasser of the corrective action. Where the corrective action is different from the action recommended in the investigator’s report, the College should provide reasons for not taking the investigator’s recommended action, c) informs the complainant of his/her right to file a complaint with The Occupational Health and Safety Division and/or The Saskatchewan Human Rights Commission.

Step 8 The College, after the corrective action has been taken, follows up with the harassed person to ensure that the corrective action was effective in stopping and preventing harassment. If the harassed person indicates that harassment has not ended, or that s/he has suffered reprisal, the College should take additional or alternative corrective action.

Disclosure of investigation documents All documents and statements obtained during the course of the investigation, including the names and copies of witness statements, should not be disclosed to any person unless required by law.

Disclosure of incident Anyone who becomes aware of an incident of alleged harassment must notify an Outof-Scope manager as soon as is reasonably practicable. This requirement exists in College policy, within the Saskatchewan Human Rights Code as well as the Saskatchewan Occupational Health and Safety Act. Confidentiality The College or anyone acting on behalf of the College should not disclose the name of the alleged harassed person or the alleged harasser, as well as any information that may identify the alleged harassed person or alleged harasser. The disclosure of such CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

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information may be necessary, however, to conduct the investigation, implement corrective action, or pursue other legal remedies.

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North West College

Attachment A.1.02.04(f) Taking Action to Stop and Prevent Harassment In taking action to stop harassment and prevent its reoccurrence, the College will be guided by the following considerations and options.

Individual Awareness and Counseling Individuals may not be aware of the effects of their behavior. In many cases, speaking to the person in private about the inappropriate behavior will be enough to resolve a situation.

In some instances, it may be most effective and less disruptive to working relationships if the complainant informs the offending individual that s/he finds certain conduct offensive. In other instances, it may be more effective for a designated person (see facilitated problem solving as defined below) to speak with the offending person. At other times, a meeting between the complainant and alleged harasser facilitated by the Supervisor, Out-Of-Scope Manager or Human Resources Officer may be appropriate.

The normal course of action is for the complainant to deal with the inappropriate behavior themselves. However, complainants should not be encouraged to confront the alleged harasser if: a) they are reluctant to do so and/or, b) the alleged harassment is of a very serious nature In these circumstances the complainant informs a designated person as identified in the Harassment Complaint Process.

Facilitated Problem Solving If a complainant feels harassed and is unable to approach the other person or speaking to the person does not improve the situation, an employee may discuss the problem with the Supervisor, Out-Of-Scope Manager, Human Resources Officer or Union Steward. These individuals receive specific training and can help assess options, develop an action plan for resolution and implement the plan. If necessary, the Out-OfScope Manager or Human Resources Officer can help identify and access a facilitator who may assist the complainant and the respondent to work out an acceptable resolution. The Out-Of-Scope Manager or Human Resources Officer will also be responsible for following-up to determine if the problem has been resolved.

Staff Awareness and Counseling Standards of behavior change over the years. Some individuals or groups may not be aware that behavior, which was acceptable to their co-workers in the past, is not acceptable anymore. As soon as the College becomes aware of the behavior, the CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

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College will provide individual counseling to prevent the behavior in the future. A staff awareness session may also be provided, as a preventative measure, and to correct behaviors based on lack of awareness.

Interim Action A Supervisor or Out-Of-Scope Manager may have grounds to believe that a complainant will be exposed to continued harassment or reprisal while waiting for the investigation or resolution process to occur. If so, the Supervisor or Out-Of-Scope Manager should take action to protect the employee from continued harassment or reprisal. Any interim action should respect the alleged harasser’s rights based on the Collective Agreement. Considering these rights, the action may include: a) cautioning the alleged harasser about the types of behavior or reprisals that will not be tolerated, b) moving the alleged harasser to another work unit, c) at the complainant’s request, moving the complainant to another work unit, d) suspending the alleged harasser with or without pay while waiting for a final determination.

Mediation Mediation offers both parties the opportunity to develop an understanding of the problem and resolve the complaint before or during the formal investigation process.

The mediator facilitates separate discussions or joint meetings between the complainant and the respondent, for the purpose of resolving the complaint.

Mediation may take place at any point in the resolution process as long as both parties agree to participate in mediation. Where the complainant and alleged harasser agree to participate in mediation, the Out-Of-Scope Manager or the Human Resources Officer shall arrange for a person, who is trained and independent, to act as mediator.

Corrective Action If it is determined that harassment has occurred, the College shall determine what appropriate restorative action is to be taken. The offending party may be subject to disciplinary action as part of the restorative process that is applied.

The College will communicate to the complainant(s) and respondent(s) the details of the restorative action plan and its implementation. Where disciplinary action is applied as part of the restorative plan, the College will, on a confidential basis, inform the complainant(s) of the discipline imposed on the respondent(s), the rationale for imposing discipline and the relevant considerations taken into account. If it is determined that disciplinary action will not be imposed as part of the restorative plan, that decision will also be communicated and explained to the complainant(s).

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On a case-by-case basis, the College may determine that for a restorative action plan to be successful, it may need to include communicating information about the disciplinary action to other employees.

Third Party Harassers Clients, contractors or other people invited to the College might engage or participate in the harassment of a College employee. The College may have limited ability to investigate or control their conduct. However, the College shall take reasonably practicable action to stop or reduce the risk to its employees of being harassed by third parties.

This action may include removing students, clients or contracted workers who participated in harassment, from the College.

Where a third party has been asked to stop harassing an employee and does not, employees are authorized to: a) end telephone conversations, b) politely decline service, and/or c) ask the student, client or guest to leave the vicinity.

Any such action should be immediately reported to the Out-Of-Scope Manager.

Bad Faith Complaints Complaints should be undertaken with the utmost of confidentiality and care because they may result in pain and damage to the respondent’s reputation and/or the reputation of the institution and may cause disruptions in the workplace or in the classroom.

Complaints made in bad faith and without factual basis may constitute defamation and may be actionable by the respondent. Such complaints may result in disciplinary action up to and including termination of employment.

Other Options and Contacts Nothing in the policy prevents or discourages an employee from referring a harassment complaint to an Occupational Health Officer at the Occupational Health and Safety Division of the Ministry of Labour Relations and Workplace Safety under: The Employment Act Part III Occupational Health and Safety. An employee may also file a complaint under The Saskatchewan Human Rights Code with an Intake Consultant at the Saskatchewan Human Rights Commission. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES PROCEDURE A 1.03 Subject:

Occupational Health and Safety Committee Procedures

Approval/Amendment Date(s): November 1, 2012 Associated Procedure/Documents: Policy 3.01 Occupational Health & Safety Committee Next Review Date: Procedures: A.1.03.01 Duties of the Occupational Health and Safety Committee: The duties of the committee shall include: a) participation in the identification and control of health and safety hazards within the place of employment, b) the establishment and promotion of health and safety programs for the education and information of workers, c) the maintenance of records with respect to its duties under the Occupational Health and Safety Act, d) the receipt, consideration, and disposition of matters respecting the health and safety of workers, e) the investigation of any matter referred to in subsection (1) of section 26 of the Occupational Health and Safety Act, f) such other duties as prescribed by the Act or Regulations.

A.1.03.02 Committees at Different Geographical Locations: a) Separate Occupational Health and Safety Committees will be maintained for our North Battleford and Meadow Lake operations.

A.1.03.03 Size and Composition of Committee: a) Battlefords Campus It is suggested that the committee in North Battleford consist of: CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

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On behalf of management: Facilities Manager, Executive Secretary, and the Human Resources Officer On behalf of employees: Employee representation totaling no more than 4, as selected by the employees and endorsed through the Union. b) Meadow Lake Campus It is suggested that the committee in Meadow Lake consist of: On behalf of management: Facilities Manager, Director – North Region, and the Human Resources Officer.

On behalf of employees: Employee representation totaling no more than 4, as selected by the employees and endorsed through the Union. c) In accordance with the regulations to the Act, co-chairpersons will be appointed for each committee, with one chairperson designated as the management representative, and the other chairperson representing the employees elected by the employee committee members. d) The membership of each committee shall be displayed on the general bulletin board at each work location and be provided to each employee at the rural work sites.

A.1.03.04 Meetings: a) Each Occupational Health and Safety Committee will hold regular meetings each quarter and as necessary at other times to address matters of urgent concern, imminent danger, dangerous occurrences, or refusal to work pursuant to section 26 of the Act. These special meetings may be called by either co-chairperson. b) Minutes of committee meetings will be maintained and be: i) forwarded to the Occupational Health and Safety branch of the Department of Labour; ii) posted in the work-site in a prominent place; and iii) kept on permanent file by the committee. c) All sanctioned meetings of the committee will be held on company time without loss of pay or benefits.

A.1.03.05 Other Responsibilities of the Committee: The committee will: a) Outline appropriate procedures for addressing safety and occupational health issues on a pro-active and reactive basis. Such procedures will be clearly communicated to all employees. b) Conduct health and safety inspections at intervals deemed appropriate by the committee and recommend appropriate action for ensuring a healthy and safe workplace.

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c) Remain current with changes to the Act, regulations and other matters related to the health and safety of employees within the workplace. d) Investigate all workplace accidents for the purpose of improving safety within the workplace, by recommending appropriate corrective action. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES PROCEDURE A 1.04 Subject:

Tobacco Use in College Facilities and Vehicles

Approval/Amendment Date(s): November 3, 1995, Sept 17, 2013 Associated Procedure/Documents: Policy 3.01 Tobacco Use in College Facilities and Vehicles Next Review Date: Procedures: A.1.04.01 Staff and students are to be informed of North West College's tobacco use policy.

A.1.04.02 All persons using College facilities are required to adhere to the tobacco use policy.

A.1.04.03 All College vehicles are included as tobacco free areas and operators shall ensure all passengers observe this policy.

A.1.04.04 Progressive penalties will be applied to persons who do not adhere to this policy. a) A verbal reminder is recommended in the case of an initial breach of the policy. b) Any staff member is to report the breach of policy on an incident report form to a person listed in Schedule "A". c) A written warning as per Schedule "A" may be issued by a person listed on Schedule "A". d) Student offenders will be subject to student progressive discipline per Student Performance and Discipline Policy 5.03, Section 2.

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e) Staff offenders will be subject to discipline as outlined in Article 18.2 of the Collective Agreement.

A.1.04.05 Attachment(s): a) Schedule A - Tobacco Use Violation

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Schedule "A"

TOBACCO USE VIOLATION This is a formal warning issued on the ___________________________________ day of ____________________ 20_____ , to one, __________________________________ (name) in violation of North West College tobacco use policy.

Please be aware that further offenses may result in progressive disciplinary measures.

Location of offense: ______________________________________________________ __________________________________________ (signature) _______________________________ (date) cc

Personnel File (staff) Student File (student) Violator

Positions with authority to issue warning to students for violation of tobacco use policy: Coordinators Directors President Positions with authority to issue warnings to staff on violation of tobacco use policy: Directors President ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES PROCEDURE A 1.05 Subject:

Computer Use Policy & Procedural Guidelines Acceptable Use Agreement

Approval/Amendment Date(s): September 1, 2009, May 1, 2013 Associated Procedure/Documents: Policy 3.03 Computer Use Policy & Procedural guidelines Acceptable Use Agreement, Computer Use Agreement Next Review Date: Procedures: A.1.05.01 All Employees and Students of North West College must sign the Computer Usage Agreement (refer to the Public Directory or contact HR for a copy) before they will be given access to the college computers and network by the Information Technology department.

A.1.05.02 Any Employee or Student must report any damaged equipment, abuse of equipment, or report any misuse to the Information Technology Coordinator immediately.

A.1.05.03 Any and all changes to this document or the Computer Usage Agreement must be approved by the Senior Management Committee.

A.1.05.04 Attachment(s): a) North West College Computer Use Agreement

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NORTH WEST COLLEGE COMPUTER USE AGREEMENT I have been provided the rules of conduct as set forth in the “NORTH WEST COLLEGE COMPUTER USE POLICY AND PROCEDURAL GUIDELINES ACCEPTABLE USE AGREEMENT” and I understand this policy applies when the electronic information system is in use. I agree to maintain acceptable standards and to report any misuse of the system to my Instructor or immediate Supervisor. I understand that any violations of the policy will result in the loss of my user account and may result in further disciplinary and/or legal action. This includes, but is not limited to suspension, expulsion, or referral to legal authorities.

Misuse or violation of this agreement comes in many forms, but can be viewed as any messages, information, or graphics sent or received that include/suggest pornography, unethical or illegal solicitation, racism, sexism, inappropriate language, and/or other listings described in Acceptable Use Agreement. I agree to report any misuse of the electronic information resources to my Instructor, immediate Supervisor, or the Information Technology Coordinator immediately.

I have read this agreement and understand that Internet sites are filtered and that Internet use on my college computer account may be monitored. I hereby agree to comply with the above-described conditions of acceptable use.

_____________________________ Name – Please Print Clearly

_______________________________ Program

______________________________ Signature

_______________________________ Date

_______________________________ Witness Name – Please Print Clearly

______________________________ Signature

_______________________________ Date

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES PROCEDURE A 1.06 Subject:

Video Surveillance

Approval/Amendment Date(s): 2013 Associated Procedure/Documents: Policy 3.05 Video Surveillance Next Review Date: January, 2017 Procedures: A.1.06.01 Video surveillance policies and procedures shall be approved by the Executive Management Committee. Proposals for new policy and procedure or revisions to existing policy and procedure should be circulated to committee members in advance of meeting dates.

A.1.06.02 The College will ensure that those responsible for access control are trained in the use of the video surveillance system.

A.1.06.03 The College will ensure that those with access to recorded information are aware of and adhere to the responsibilities of the College in relation to privacy laws.

A.1.06.04 The College will ensure that adequate signage is posted so that all staff, students and guests are aware of the College’s usage of video surveillance.

A.1.06.05 The College will ensure that all recorded video/images are only used for the stated purpose of providing safety and security to College facilities, staff, students, guests and assets.

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A.1.06.06 As requested by Law, the College will provide video surveillance records to municipal, provincial, federal or other authorities to aid in the investigation of alleged illegal activities.

A.1.06.06 The College will ensure that recorded video is stored in a safe and secure location. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES PROCEDURE A 1.07 Subject:

Sexual Assault and Sexual Violence

Approval/Amendment Date(s): April 28, 2020 Associated Procedure/Documents: Policy 2.02 Sexual Assault and Sexual Violence; Policy 2.01 Employee Code of Conduct, Policy 2.03 Anti-Harassment, Policy 4.02 Student Performance and Discipline Next Review Date: A.1.07.01 Reporting and Responding to Sexual Violence: a) Members of the North West College community should immediately report sexual violence incidents they witness or have knowledge of, or where they have reason to believe that sexual violence has occurred or may occur which is within the scope of this policy. Members who have experienced sexual violence within the scope of this policy are encouraged to come forward to report as soon as they are able to do so. b) Persons in a position of authority, including persons directing the activities of others, shall take immediate action to respond to or to prevent sexual violence from occurring. c) Where Management of North West College become aware of incidents of sexual violence by a member of the College community or against a member of the College community, which occur on College property and that pose a risk to the safety of members of the College Community, Management shall take all reasonable steps to ensure the safety of the College community. As the Executive Management Committee member responsible for Human Resources, the Director of Finance and Administration, or appropriate designate where the Director is involved in the incident, shall ensure due process of complaints and investigations.

A.1.07.02 Response Decision Tree: a) When a complaint of sexual violence is made to the College, the College will exercise care to protect and respect the rights of both the survivor and the respondent.

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b) The College recognizes that individuals who have experienced sexual violence may wish to control whether and how their experience will be dealt with by the College. In most circumstances, the person will retain this control. c) The College may be required to initiate an investigation and/or inform the RCMP of the need for a criminal investigation, even without the person’s consent if: i) the allegation involves a minor; ii) federal or provincial legislation requires an investigation; or iii) there is a reasonable risk to the safety of a member of the College community.

Should the College need to take action without the person’s consent based on the above reasons, the person will be notified. d) Where the persons involved are not members of the College community or in circumstances where the College is unable to initiate an internal investigation, a report of sexual violence may also be referred to the RCMP. e) Where the respondent is a student, the results of the investigation may be addressed under Administrative Policy 4.02 Student Performance and Discipline. f) Where the respondent is an employee, the results of the investigation may be addressed under Administrative Policy 6.16 Employee Code of Conduct and/or Article 18 of the Collective Bargaining Agreement, as appropriate. g) Where the respondent is a board member, the results of the investigation will be addressed by as a recommendation to the Ministry of Advanced Education as appropriate. h) Where the respondent is within the scope not mentioned specifically in e, f, and g, the College may still carry out an investigation. Where a complaint against the respondent is substantiated, the College will take action it deems appropriate. i) Where criminal and/or civil proceedings are commenced in respect of the allegations of sexual misconduct, unless required by law, those proceedings shall not prevent the College from carrying out its own investigations into such allegations and making its own determination in accordance with its policies and procedures as it determines appropriate.

A.1.07.03 Complaints and Investigations: a) A complaint of sexual assault or any other kind of sexual violence which occurred within the scope of this policy, can be filed under this policy by any member of the College community. b) When a complaint is disclosed to the Director of Finance and Administration; i) the Director, or their designate, may meet with whomever they deem necessary to determine whether there is a threat to the safety of any CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

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member of the College, and will take action deemed appropriate in accordance with College policies and procedures. ii) in doing so, the Director, or their designate, will maintain the confidentiality of individuals involved to the extent that it is reasonably possible. iii) the Director may contact the RCMP if the criteria listed in 2.c). has been satisfied. c) The College is committed to using investigative processes which are conducted with sensitivity and expertise in responding to sexual misconduct and which are appropriate to the issue being investigated. Depending on the nature of the complaint, the Director may decide to: i) initiate an investigation themselves; ii) delegate the investigation to Human Resources personnel; or iii) engage an external investigator. d) The College will seek to achieve procedural fairness in dealing with all complaints. As such, no sanction and/or disciplinary action will be taken against a person or group without their knowledge where there is an alleged breach of this policy. All reasonable efforts will be made to ensure respondents are given reasonable notice, with full details of the allegations, and respondents will be provided with an opportunity to answer to the allegations made against them.

A.1.07.04 Right to Withdraw a Complaint: A survivor has the right to withdraw a complaint at any stage of the process; however, the College may continue to act on the issue identified in the complaint in order to ensure the safety and well-being of the community.

A.1.07.05 Protection from Reprisal, Retaliation or Threats: It is contrary to this policy for anyone to retaliate, engage in reprisals or threaten to retaliate against a survivor or other individual for: a) having pursued rights under this policy or The Saskatchewan Human Rights Code; b) having participated or cooperate in an investigation under this policy or The Saskatchewan Human Rights Code; or c) having been associated with someone who has pursued rights under this policy or The Saskatchewan Human Rights Code.

Anyone engaged in such conduct shall be subject to sanctions and/or discipline.

A.1.07.06 Unsubstantiated or Vexatious Complaints: a) If a person, in good faith, discloses or files a sexual violence complaint that is CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

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not supported by evidence gathered during an investigation, that investigation will be closed. b) Disclosure or complaints that are found following investigation to be frivolous, vexatious or bad faith complaints, that is, made to purposely annoy, embarrass or harm the respondent, or the reputation of the College, may result in sanctions and/or discipline against the person(s) launching the complaint.

A.1.07.07 Confidentiality: a) Confidentiality is particularly important to those who have disclosed sexual violence. The confidentiality of all persons involved in a report of sexual violence must be strictly observed, and the College does its best to respect the confidentiality of all persons, including the survivor, respondent, and witnesses. However, confidentiality cannot be assured in the following circumstances: i) an individual is at imminent risk of self-harm. ii) there are reasonable grounds to believe that an individual or individuals in the College community or the wider community may be at risk of harm.

In the above circumstances, the name of the respondent would only be shared with necessary services to prevent harm. The name of the survivor would not be released to the public. b) Where the College becomes aware of an allegation of sexual violence by a member of the College community, the College may also have an obligation to take steps to ensure that the matter is dealt with in order to comply with the College’s legal obligation and/or its policies to investigate such allegations. In such cases, certain College administrators will be informed about the reported incident on a “need to know” and confidential basis. c) Confidentiality and privacy records will be maintained in accordance with the requirements of the Local Authority Freedom of Information and Protection of Privacy Act. A.1.07.08 Attachment(s): a) Report it to… b) Sexual Assault and Sexual Violence Definitions

CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

Revised August, 2019

CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

Revised August, 2019

Attachment A.1.07.08(b) Sexual Assault and Sexual Violence Definitions Sexual assault: A criminal offence under the Criminal Code of Canada. Sexual assault is any type of unwanted sexual act done by one person to another that violates the sexual integrity of the victim and involves a range of behaviours from any unwanted touching to penetration. Sexual assault is characterized by a broad range of behaviours that involve the use of force, threats, or control towards a person, which makes that person feel uncomfortable, distressed, frightened, threatened, or that is carried out in circumstances in which the person has not freely agreed, consented to, or is incapable of consenting to.

Sexual violence: A broad term that describes any violence, physical or psychological, carried out through sexual means or by targeting sexuality. This violence takes different forms including sexual abuse and sexual assault.

Consent: The voluntary and explicit agreement to engage in the sexual activity in question. It is the act of willingly agreeing to engage in specific sexual behaviour, and requires that a person is able to freely choose between two options: yes and no. This means that there must be an understandable exchange of affirmative words, which indicates a willingness to participate in mutually agreed upon sexual activity. It is also imperative that everyone understands the following: a) Silence or non-­‐communication must never be interpreted as consent and a person in a state of diminished judgment cannot consent. b) A person is incapable of giving consent if they are asleep, unconscious or otherwise unable to communicate. c) A person who has been threatened or coerced (i.e. is not agreeing voluntarily) into engaging in the sexual activity is not consenting to it. d) A person who is drugged is unable to consent. e) A person is usually unable to give consent when under the influence of alcohol and/or drugs. f) A person may be unable to give consent if they have a mental disability preventing them from fully understanding the sexual acts. g) The fact that consent was given in the past to a sexual or dating relationship does not mean that consent is deemed to exist for all future sexual activity. h) A person can withdraw consent at any time during the course of a sexual encounter. i) A person is incapable of giving consent to a person in a position of trust, power or authority, such as, a faculty member initiating a relationship with a student, an supervisor in a relationship with anyone who reports to that position. j) Consent cannot be given on behalf of another person.

It is the responsibility of the initiator of sexual activity to ensure clear and affirmative responses are communicated at all stages of sexual engagement. It is also the CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix A

Revised August, 2019

initiator’s responsibility to determine if the person they are engaging with sexually is a minor.

Note: For information purposes only, the Criminal Code defines “consent” as follows. Please note that the complainant in this context is the person bringing the complaint before the court (ie. survivor/victim).

Consent: The voluntary agreement to engage in the sexual activity in question. No consent is obtained, where a) the agreement is expressed by the words or conduct of a person other than the complainant; b) the complainant is incapable of consenting to the activity; c) the accused induces the complainant to engage in the activity by abusing a position of trust, power or authority; d) the complainant expresses, by words or conduct, a lack of agreement to engage in the activity; or e) the complainant, having consented to engage in sexual activity, expresses, by words or conduct, a lack of agreement to continue to engage in the activity.

Other Relevant Terms Acquaintance sexual assault: Sexual contact that is forced, manipulated, or coerced by a partner, friend or acquaintance.

Age of consent for sexual activity: The age at which a person can legally consent to sexual activity. In Canada, children under 12 can never legally consent to sexual acts. Sixteen is the legal age of consent for sexual acts. There are variations on the age of consent for adolescents who are close in age between the ages of 12 and 16.

Twelve and 13 year-­‐olds can consent to have sex with other youth who are less than 2 years older than themselves. Youth who are 14 and 15 years old may consent to sexual involvement that is mutual with a person who is less than 5 years older.

Youths 16 and 17 years old may legally consent to sexual acts with someone who is not in a position of trust or authority.

Coercion: In the context of sexual violence, coercion is unreasonable and persistent pressure for sexual activity. Coercion is the use of emotional manipulation, blackmail, threats to family or friends, or the promise of rewards or special treatment, to persuade someone to do something they do not wish to do, such as being sexual or performing particular sexual acts.

Drug-­‐facilitated sexual assault: The use of alcohol and/or drugs (prescription or non-­‐ prescription) by a perpetrator to control, overpower or subdue a victim for purposes of sexual assault.

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Revised August, 2019

Stalking: A form of criminal harassment prohibited by the Criminal Code of Canada. It involves behaviours that occur on more than one occasion and which collectively instill fear in the victim or threaten the victim/target’s safety or mental health. Stalking can also include threats of harm to the target’s friends and/or family.

These behaviours include, but are not limited to non-­‐consensual communications (face to face, phone, email, social media); threatening or obscene gestures; surveillance; sending unsolicited gifts; “creeping” via social media/cyber-­‐stalking; and uttering threats.

Survivor: Some who have experienced sexual violence may choose to identify as a survivor. Individuals might be more familiar with the term “victim”. We use the term survivor throughout this policy where relevant because some who have experienced sexual assault believe they have overcome the violent experience and do not wish to identify with the victimization. It is the prerogative of the person who has experienced these circumstances to determine how they wish to identify. ***

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Revised August, 2019

Administrative Policies and Procedures ADMINISTRATIVE POLICIES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES APPENDIX B – ACADEMIC PROCEDURES APPENDIX C – FINANCE PROCEDURES APPENDIX D – HUMAN RESOURCES PROCEDURES APPENDIX E – INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES

UPDATED: AUGUST, 2019

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX B – ACADEMIC PROCEDURES PROCEDURE B 1.01 Subject:

Fitness-to-Attend

Approval/Amendment Date(s): October 19, 2009 Associated Procedure/Documents: Policy 4.01 Fitness-to-Attend Next Review Date:

Form: Influenza-Like Infection Assessment Form Have you experienced the following?  AND  AND

Sudden onset of respiratory illness (e.g., shortness of breath or difficulty breathing, coughing up bloody sputum, wheezing), Fever greater than 38 degrees Celsius (100.4 F), Any of the following:

Sore throat Aching joints Muscle aches or weakness Extreme drowsiness or fatigue Feeling disoriented and confused Extreme pain in the ear Headache Nausea Vomiting Diarrhea ***

CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures- Appendix B

Revised: August, 2019

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX B – ACADEMIC PROCEDURES PROCEDURE B 1.02 Subject:

Student Performance and Discipline

Approval/Amendment Date(s): August 27, 1999, June 21, 2011 Associated Procedure/Documents: Policy 4.02 Student Performance and Discipline Next Review Date:

Procedures: B.1.02.01 At the start of each program students will be provided with a Code of Conduct, College policies relevant to student behavior and specific program expectations. Information on these expectations will be included in the student handbook, in a student orientation package, or in the course description or outline.

B.1.02.02 Specific program expectations will be developed for each program. These will include but not be limited to: attendance, academic performance, academic regulations, and/or specific expectations of the external accrediting institute.

B.1.02.03 Any staff member can discipline a student. Disciplinary steps are to be followed by College staff when disciplining students. Normally actions start with a verbal warning; however, in certain instances they may start at a higher step.

B1.02.04 All disciplinary action must be well documented.

B.1.02.05 A student may appeal at any stage. Refer to Administrative Policy 4.03.

B.1.02.06 Disciplinary Action: a) Verbal Warning: the staff person will discuss the issue with the student. They will make sure the student has a clear understanding of the problem and the remedial action required. The staff person will document the conversation. b) Written Warning: i) If an offense is repeated or is of a serious nature, the staff member will provide the student with a written warning. This will include: (a) date(s) and time(s) (b) description of the problem or offense (c) statement of previous verbal warnings (if applicable) (d) where necessary, required remedial action(s) (e) statement of consequences of continued behavior (f) statement acknowledgment through signature (if applicable) ii) The written warning will be forwarded to the student. A copy will be retained in the student’s permanent file. c) Formal Discipline: i) Students will receive, through written communication, notification of issues and consequences imposed. Copies may be forwarded to other concerned parties (i.e. sponsor, director, counselor, etc.). A copy of the contract or communication will be retained in the student's permanent file. ii) A performance contract or letter must include: (a) date (b) description of the problem/offense (c) a statement of the consequences being imposed (d) statement of specific conditions and limitations being imposed (if any) (e) required action (if any) (f) note of impact on student residence status if applicable (g) student concurrence by signature (h) statement of appeal process available (i) signature of staff member imposing conditions B.1.02.07 Formal Disciplinary Levels a) Probation:A stipulated period of time in which a student’s behavior, actions or inactions are bound by specific conditions. Failure to meet these conditions will result in a specified consequence.

A probationary contract will set out a review date at which time probationary status is re-examined. i) Academic - used in cases of unacceptable academic behavior as identified by program specific expectations

ii) Non-Academic - used in cases of unacceptable behavior. b) Suspension: A stipulated period of time when the student is not allowed on a College Campus or a College program site. A suspension is imposed in cases of unacceptable behavior. A student may be suspended from the College for a period of up to five working days. The student will be notified of the suspension in writing by the Director of Programs or designate. c) Discontinuation: The termination of rights and privileges related to a specific program or course. It is imposed in cases of unacceptable behavior either academic or non-academic. The student will be notified in writing by the Director of Programs or designate.

B.1.02.08 Code of Conduct Failure to adhere to these regulations may result in a student being disciplined and/or removed from North West College. Appropriate adult behavior include, but are not limited to, the following: Action - upon failure to comply Appropriate Adult Behavior

Minimum Action

Students work toward meeting stated subject objectives and/or learning outcomes.

Students follow through with recommends

by College staff to deal with social, personal, or health problems that are effecting their performance or on-campus behavior.

Student writes exams and completes assignments independently.

Verbal warning

Maximum Action Discontinuation

Suspension

Discontinuation

Failure of the exam or assignment and probation Verbal warning

Discontinuation

Verbal warning

Discontinuation

Verbal warning

Discontinuation

Suspension

Discontinuation

Suspension

Discontinuation

Students displays appropriate behavior on campus and on work placement at all times.

Student submits their own work that is properly sourced.

Student is respectful towards all College equipment and property.

Student treats College staff and fellow students with dignity and respect.

Student is free from alcohol and drugs when on College campus, work placement and College sanction functions.

Discontinuation

Student does not carry on their person or store on College campus any firearms or other weapons.

Student shall support a tobacco free campus and grounds.

Follow College policies, guidelines and procedures, including but not limited to the requirements, to obtain approval or permission to carry out certain activities.

Discontinuation Written warning

Discontinuation

Verbal warning

Discontinuation

B.1.02.09 Glossary of Terms Plagiarism: Plagiarism is the unaccredited use of another person’s works or ideas.

Harassment: Harassment is any objectionable conduct, comment, or display by a person that: a) is directed at another person; b) is made on the basis of race, creed, religion, color, sex, sexual orientation, marital status, family status, disability, physical size or weight, age, nationality, ancestry, or place of origin; and c) constitutes a threat to the health or safety of another person.

Unauthorized: Unauthorized means without the permission of appropriate College personnel. ***

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX B – ACADEMIC PROCEDURES PROCEDURE B 1.03 Subject:

Student Appeal Process

Approval/Amendment Date(s): March 20, 1998 Associated Procedure/Documents: Policy 4.03 Student Appeal Process Next Review Date: Procedures: The term college program is defined to include all programs/courses where the College has complete administrative control including academic marks. Administrated postsecondary programs/courses is defined to include all programs/courses which the College brokers but does not administer marks/certificates of completion and/or the instructional integrity of the program/course.

B.1.03.01 Appeal Process: Non Academic Appeal for College Programs/Courses and Administrated PostSecondary Programs/Courses: a) A written letter of appeal or an Appeal Form (Appendix A) must be mailed or presented to the Director of Programs within fourteen days of a college decision or action. b) The Director of Programs will rule on the appeal within fourteen days of receiving it. The Director of Programs will explain the ruling to the student and send a copy of the appeal and the ruling to the President of the College. c) If the student is not satisfied with the Director's ruling, the student can appeal to the President of the College. The President will have the appeal heard by the Student Appeal Committee (Appendix B) and a ruling made within fourteen days of receiving the appeal.

B.1.03.02 Academic Appeal for Administrated Post-Secondary Programs/Courses: Students should refer to the Academic Appeal Policies of the credit granting institutions: University of Saskatchewan, University of Regina, and NWC.

B.1.03.03 Academic Appeal for College Programs/Courses: a) A written letter of appeal must be sent or presented to the Director of Programs within fourteen days of receipt of an academic mark. b) The Director of Programs will rule on the appeal within 14 days of having received the appeal. c) If the student is not satisfied with the Director's ruling, the student can appeal to the President of the College. The President will rule on the appeal within 14 days of having received the appeal.

B.1.03.04 Attachment(s): a) North West College Student Appeal Form b) North West College Student Appeal Committee

North West College Student Appeal Form It is the responsibility of the student to officially begin the student appeal process after having discussed the decision/incident with the instructor, coordinator/and or counselor to achieve a satisfactory solution.

Student Name

_______________________________________________________

Program

_______________________________________________________

Current Address _______________________________________________________ Phone Number ____________________________ home/cell ____________________________ work Date:

____________________________

(This date must reflect the date this form is mailed to the College or handed in to the College office.)

Please indicate the category of this appeal.

Non Academic Appeal Academic Appeal 1. Nature of Problem Please be specific giving as much detail as possible. You may include letters of support from individuals who were present as well as any other documentation that will support your claim.

______________________________________________________________________

North West College Student Appeal Form

Page 2

2. Proposed Resolution Please be specific by indicating to the College how you wish this concern to be resolved.

Please indicate the level of appeal by marking the appropriate box below. Please refer to the Student Appeal Policy.

First Appeal sent to Director of Programs, North West College Second Appeal sent to President, North West College

Mailing Address:

North West College 10702 Diefenbaker Drive North Battleford SK S9A 4A8 ***

North West College Student Appeal Committee Terms of Reference The Student Appeal Committee will be established yearly; the chairperson will be appointed by the President. The Committee will review and rule on non-academic appeals based on College policies, student handbook, information presented to the first appeal, and additional relevant information as a result of the first appeal ruling which substantiates the second appeal. Appeal information will be presented in person and/or in writing to the appeal hearing. The Committee reports to the President and the appellant.

The Committee structure should consist of at least four to six members. Recommended committee composition is: Four Member Committee

2 Students 1 Coordinator 1 Instructor

Five Member Committee

2 Students 1 Coordinator 2 Instructors

Six Member Committee

2 Students 2 Coordinators 2 Instructors ***

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX B – ACADEMIC PROCEDURES PROCEDURE B 1.04 Subject:

Basic Education Program 1 Applicant Assessment & Placement

Approval/Amendment Date(s): March 20, 1998 Associated Procedure/Documents: Policy 4.04 Basic Education Program 2 Applicant Assessment & Placement Next Review Date:

Procedures: The following procedures will be followed for all applicants to North West College’s Basic Education Programs.

B.1.04.01 All information is collected under the legal authority of the Freedom of Information and Protection of Privacy Act. Information required is identified by and stored in an electronic database, access by authorized personnel only. Information collected will be, at a minimum that outlined in the “Student Profile” (Attachment B).

B.1.04.02 Designated personnel at each program site will be responsible for the collection, correlation and documentation of applicant information required for the standardized “Student Profile. 3 The specific process, for each site, will be outlined in a procedures document for that site; taking into consideration site staffing structure while conforming to the provincial ‘Initial Assessment Model’ (see Attachment A).

Program: A course(s) of study based on a curriculum, plan, or system of academic and related activities that have a definite duration (hours/credit hours).

2 Program: A course(s) of study based on a curriculum, plan, or system of academic and related activities that have a definite duration (hours/credit hours).

3 Student profiles developed from common practices that will facilitate the efficient placement of students.

1

B.1.04.03 Testing Administration by Authorized Personnel a) Administration of all Assessment instruments will be done in accordance with established administrative practices for that instrument. b) c) Standardized tests will be used only once per applicant every three years. If further testing is required applicant will be referred to the Learning Consultant.

B.1.04.04 Recommendation/Referral a) Recommendation/Referral will be based on an analysis of information outlined in the applicant’s profile. b) Recommendation/Referral will be made in consultation with the applicant. c) Recommendation for placement into programs will adhere to ‘Guidelines for Basic Education Program Placement’ (Attachment C).

B.1.04.05 Waiting List Recommended applicants, determined through the assessment process, will be placed on the “Waiting List” in accordance with Policy 4.06.

B.1.04.06 Attachment(s): a) Attachment A - Initial Assessment Model b) Attachment B - Student Profile c) Attachment C - Guidelines for Basic Education Program Placement

Saskatchewan Regional Colleges Initial Assessment Model 4

Attachment A

In the brief Challenges and Renewal - Basic Education and the Saskatchewan Training Strategy - Partnership for the New Millennium, the Senior Academic Officers recommended: “That training institutions design and implement a common assessment/placement practice across the system. That they collaborate in the identification of common assessment tools and processes, and that “student profiles” become part of the transcript process. These profiles can then be transferred with the students when they move into other programs.

Initial Assessment refers to a segment of evaluation that includes first contact through to decision-making, i.e. recommendation and/or referral to specific programs and or services.

The Initial Assessment Model is based on the following: Definition of Assessment ♦Assessment is the systematic process for gathering academic, career, and personal information on prospective students in order to make decisions about the provision of programs and/or services.

4

Goals

Guiding Principles

♦Initial Assessment will include Common Provincial Practices In order to provide significant student information from one program to another or one institution to another in Saskatchewan, it is desirable to follow common assessment practices.

♦Assessment is Essential for Decision-Making Assessment provides relevant information for appropriate decision-making for both the student and the institution. ♦Assessment Utilizes many Resources There is no one best approach to assessing adult students. Assessment incorporates both formal procedures such as normreferenced tests, and informal procedures such as intake interviews.

♦Initial Assessment Requires Qualified Personnel Effective assessment must be facilitated by qualified staff who have the ability and credentials to collect and interpret data, to make ♦Assessment is Dynamic recommendations for and Flexible programs and services, and Flexibility must be provided to provide follow-up support. to meet differences in the

Adopted by the Regional College’s Senior Academic Officers Committee, September, 99.

♌Initial Assessment will Result in a Standardized Student Profile Student profiles developed from common practices will facilitate the efficient placement of students.

When students transfer to other institutions, these profiles may eliminate unnecessary testing by the receiving institution The Standardized Student profile must withstand the scrutiny of Human Rights Legislation, Freedom of Information and confidentially.

characteristics of various populations. Assessment practices must be designed to identify strengths and weaknesses of students; to suggest appropriate placement; and to recommend instructional strategies and needs for counselling. ♌Assessment is Holistic Assessment identifies relevant personal information, academic skills and abilities, career interests, aptitudes and goals, and potential innate or social barriers.

Student Profile5

Attachment B

A common process will be achieved through the adoption of the Student profile.

The standardized profile format identifies the minimum amount of information upon which decisions are made. The profile will include:

• • • • • • • • • •

Personal Information Name Maiden Name Address Date of Birth Telephone Sask Heath # # of Dependents Status: Metis/Status Indian, etc.

Income Source First Language

STUDENT PROFILE Career Academic Skills Skills/Aptitudes Interests • Transcripts • Career Choice • Standardized • How CC identified Test • Tool Utilized • Type • Results • Year • Interpretation • Score • Interpretation

• • • • •

Education History Last full grade completed Year Other Training Grades repeated Identified learning disabilities

Employment History • Work Information • Volunteer Information

Barriers • How Identified • Options

• • • • •

Health History Vision Hearing Trauma Medication Other

Career Path • Student Goals and Career Plans Action Taken • Recommendation • Referral

Operationalization of the process within each College will be outlined in Administrative Policy and Procedures or Operational Guidelines developed by each College.

5

Adopted by the Regional College’s Senior Academic Officers Committee, November, 99.

Entrance Requirements for Basic Education Programming

Attachment C

Entrance requirements are consistent with the Provincial Assessment Model that identifies readiness for Basic Education Programs using a holistic approach. Readiness in three basic categories is assessed. These are Academic Ability, Readiness to Achieve, and Career Awareness.

Skill assessment is determined using tools and documentation commonly used in this region. This does not exclude the use of other reputable tools and means of assessment.

In a holistic approach, skills that are demonstrated in one area at an above average level might compensate for skills demonstrated in another area and result in a determination that minimum requirements have been met. For example, a candidate with extensive work experience, a demonstrated work ethic and good readiness may be able to compensate for academic ability that does not meet the minimum requirement.

However, care should be taken not to accept candidates in a program where academic skills are below requirements in all areas as success may be difficult.

Specific requirements with each category may be altered depending on the length of course, target group, and goals of the course. For instance, the career awareness criteria may be altered if the target group is younger, the length of the program is longer than normal, or the focus of the program is assisting with career development.

Basic Education Level 2 Programming

General Academic Skills Employability/Life Skills following factors Academic Ability Tools/documentation used to measure academic ability are: • CAAT sub-tests used to determine eligibility are: • Solving Reading Comprehension • # Operations • Problem High School Transcript Documentation of noncredit courses completed • Writing sample

Entrance Criteria – as determined by the Readiness to attend Tools used to determine readiness are: Assessment Questionnaire Intake Interview Autobiography Communications with the staff completing assessment • Reference letters

• • • •

Candidates must meet at least one of the following:  CAAT B Scores of level 4 or higher in all





sub-tests tested.

CAAT B scores are level 3 and 4, but has shown academic growth through re-testing and/or work in Learner’s support group or other academic activities.

CAAT B scores are level 3 and 4, but has some high school credits that indicate ability or recent sustained work experience that demonstrates skills acquired.



• • • • •



• • •

Career Awareness Tools used to determine readiness are: • Assessment Questionnaire • Intake Interview • Autobiography • Communications with the staff completing assessment

Candidates must meet all of the following:

Candidates must:

Display a stable living situation  which includes: Place to live Reliable Transportation Childcare No obvious drug abuse, legal problems, etc.

Able to attend appointments on time and complete assessment  in timely manner.

Demonstrates readiness to attend school and/or work experiences through such activity as: Keeping appointments, interviews, etc. that are part of  the placement process Working successfully for a sustained period of time Volunteering regularly

Demonstrate an interest and readiness in getting a job or entering training,

CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures- Appendix B

And must meet at least one of the following: An area of interest in a work field or occupation that reflects some knowledge of the field and/or occupation.

Work or volunteer experience that was positive and will enable the candidate to build on the skills and experience.

Revised: August, 2019



Demonstration of skills • Attending Student Support (documented) that correlate Centre Sessions or other nonwith Level II Benchmarks. credit activities.  If discontinued or withdrew from BE program, has demonstrated that the past problems are not occurring.  If barriers are identified, strategies must be outlined and implemented to ensure readiness for the program.



An understanding of work as a responsibility of adults and that employment is one of the end goals of education and training.

Basic Education Level 3 Programming Basic Education 10 Entrance Criteria – as determined by the following factors Academic Ability Readiness to attend Career Awareness Must meet two of the criteria Tools used to determine Tools used to Tools/documentation readiness are: determine readiness used to measure are: academic ability are: • Assessment Questionnaire • CAAT sub-tests used to • Assessment • Intake Interview determine eligibility are: Questionnaire • Autobiography • Solving Reading • Intake Interview • Communications with the staff • Autobiography Comprehension completing assessment • # Operations • Communications with • Reference letters • Problem the staff completing • Progress Reviews and High School Transcript assessment attendance from recent Documentation of non• Career Exploration programming. credit courses completed Questionnaire • Writing sample Candidates must meet at least Candidates must meet all of Candidates must: one of the following: the following: 





CAAT B Scores of level 5 or higher in all sub-tests tested or  an average of 5 with no more than one score lower than a 4.

• Successful completion of the • academic portion of a Level 2 • program in General Academic Skills or Employability/Life Skills. • Has completed successfully some Basic Education 10 credits • or academic credits from regular Grade 10 program with a grade average of 65% or better. 



Demonstration of skills (documented) that correlate with Level III Benchmarks.

• • • •



Display a stable living situation which includes: Place to live Reliable Transportation Childcare No obvious drug abuse, legal  problems, etc.

Able to attend appointments on time and complete assessment in timely manner.

Demonstrates readiness to attend program through:  Keeping appointments, interviews, etc. that are part of the placement process Working successfully for a sustained period of time Volunteering regularly  Attending Student Support Centre Sessions or other noncredit activities

Demonstrate an interest and readiness in getting a job or entering training and must meet at least one of the following: An area of interest in a work field or occupation that reflects some knowledge of the field and/or occupation.

Work or volunteer experience that was positive and will enable the candidate to build on the skills and experience.

An understanding of work as a responsibility of adults and that

employment is one of • Meeting attendance the end goals of expectations of current education and training. enrolled programs  If successfully completion a Level II Personal Development or Employability/Life Skills program.  If discontinued or withdrew from BE program, has demonstrated that the past problems are not occurring.  If barriers are identified, strategies must be outlined and implemented to ensure readiness for the program.

Basic Education Level 4 Programming Adult 12 Entrance Criteria– as determined by the following factors Readiness to attend Career Awareness Academic Ability Must meet at least one of the Must meet first two applicable Must meet two of the criteria criteria; plus those applicable criteria; one in each area Tools used to determine Tools used to Tools/documentation used readiness are: determine readiness to measure academic are: ability are: • Assessment Questionnaire • CAAT sub-tests used to • Assessment • Intake Interview determine eligibility are: Questionnaire • Autobiography • Solving Reading • Intake Interview • Communications with the Comprehension • Autobiography staff completing assessment • # Operations • Communications with • Reference letters • Problem the staff completing • Progress Reviews and • High School Transcript assessment attendance from recent • Documentation of non• Career Exploration programming. credit courses completed Questionnaire • Writing sample Candidates must meet at least Candidates must meet all of Candidates must: one of the following: the following: 



CAAT B Scores of level 7 or higher in all sub-tests tested or an average of 7 with no more than one score lower than a 5.

Completion of Basic Education 10 (within an acceptable time frame) and an average of 65% in the four academic courses.



Display a stable living situation which includes: • Place to live • Reliable Transportation • Childcare

Demonstrate an interest and readiness in getting a job or entering training, And must meet at least one of 



 



Completion of a regular Grade 10 with a 60% or higher in each of ELA 10A, ELA 10B, SC 10, Math 10, SS 10 or equivalent.

Successful completion of GED 12 Diploma Successful completion of Academic GED course material with instructor recommendation.

Demonstration of skills (documented) that correlate with Level IV Benchmarks.









• No obvious drug abuse, legal problems, etc.

• Able to attend appointments on time and complete assessment in timely manner.

Demonstrates readiness to attend program through: • Keeping appointments, interviews, etc. that are part of the placement process • Working successfully for a sustained period of time • Volunteering regularly • Attending Student Support Centre Sessions or other non-credit activities • Meeting attendance expectations of current enrolled programs If successfully completion a Level II or Level III Personal Development or Employability/Life Skills program.

If discontinued or withdrew from BE program, has demonstrated that the past problems are not occurring.

If barriers are identified, strategies must be outlined and implemented to ensure readiness for the program.

***

Demonstrate the ability to research areas independently with some guidance and can follow-up on appointments, referrals and gathering information pertinent to their individual career plan.  Understanding of entrance requirements and application process for post-secondary programs.

And at least one of:  Presentation of an individual career plan that includes a researched career goal and a detailed post-secondary training plan.  In the process of completing a career plan and can demonstrate work completed to date and a timeline for completion. 

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX B – ACADEMIC PROCEDURES PROCEDURE B 1.05 Subject:

Waitlist Placement and Management

Approval/Amendment Date(s): March 20, 1998 Associated Procedure/Documents: Policy 4.05 Waitlist Placement and Management Next Review Date: Procedures Placement on and monitoring of a program waiting list is the responsibility of the Program Coordinator.

B.1.05.02 Continuous-Intake Programs a) Placement on Waitlist Upon referral from the Initial Assessment Process, the Coordinator will determine the appropriate waitlist placement. b) Placement Priority i) Initial Placement will be made using "referral date" ii) Subsequent Placement: (a) Break due to voluntary withdrawal - placement will be made using “original placement date.” (b) Break due to discontinuation - placement will be made using new “referral date.”

Note: All returning applicants will be required to go through the Initial Assessment Process. c) Removal off Waitlist Applicants will be removed from the waitlist as follows: i) Upon approved request – subsequent placement on waitlist will be the same as “Break due to voluntary withdrawal.”

ii) Identified as inactive through contact – subsequent placement would require a new request and subject to rules under Initial Assessment Process. iii) By the end of each month, individuals who have had no contact with the College for a period of six months will be removed. d) Selection i) Applicants will be contacted for placement from the appropriate waitlist by seniority. ii) Acceptance into the program will be subject to a successful intake interview.

B.1.05.02 Single-Intake Programs a) Placement on Waitlist For programs not currently accepting placement, qualified applicants as determined through the assessment process will be placed on the program session waitlist. b) Placement Priority An applicant’s waitlist seniority is the date applicant has been deemed to meet all entry requirements. c) Removal from Waitlist i) Upon request. ii) If it is determined s/he are no longer prepared to accept placement in the program.

Note: The waitlist will become inactive on the date the program can no longer accept students for placement. Refer to policy statement #2. d) Selection Applicants will be invited for program placement based on seniority. ***

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX B – ACADEMIC PROCEDURES PROCEDURE B 1.06 Subject:

Prior Learning Credit - Adult 12 Program

Approval/Amendment Date(s): September 25, 1995 Associated Procedure/Documents: Policy 4.06 Prior Learning Credit - Adult 12 Program Next Review Date: B.1.06.01 Students: a) Must ensure that they obtain the appropriate pre-requisites for the postsecondary program of their choice since some programs require seven academic subjects for admission. b) Must complete a "Request for Prior Learning 30 Credit" application form. c) Are responsible for obtaining and submitting documented evidence for consideration of a Prior Learning Credit.

B.1.06.02 Student Councilor/Advisor/Mentor and/or Coordinator: a) Will provide information on "Prior Learning Credit" to all students. b) Will provide students with appropriate forms. c) Will ensure that student application for Prior Learning 30 is consistent with student's post-secondary goals. d) Will ensure all required documents are submitted and shall forward application to appropriate department for processing.

B.1.06.03 The Director or designate will assess and process applications for Prior Learning 30 following guidelines outlined by the department. These guidelines are as follows: Administrators may recognize credit for Prior Learning 30 in one of the following ways:

a) An Adult Basic Education (ABE) Grade 12 credit received before June 30, 1996 that does not duplicate another credit used for Adult 12 completion. b) A non-credit course may be recognized for credit if it meets the following conditions: i) Course completion, and student attendance at a minimum of 85%, must be verified by a recognized educational institution. ii) The non-credit course must be a minimum of 100 hours. iii) The non-credit course must be as rigorous as a regular course of study in its aims, goals, objectives, content, skills and evaluation. c) Full-time employment may be recognized for credit if the following conditions are met: i) Employment must be verified in writing by the employer. ii) Employment must be for a minimum of 30 hours per week for 20 consecutive weeks. iii) Employability skills mastered must be outlined and verified. iv) Employer must indicate satisfaction with the employee's performance. d) A journey person certificate shall be recognized for Prior Learning Credit (PL30) as well as Work Experience Credit (WK EXP 30). ***

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX B – ACADEMIC PROCEDURES PROCEDURE B 1.07 Subject:

Exam Invigilation

Approval/Amendment Date(s): December 9, 1991, December 18, 2001 Associated Procedure/Documents: Policy 4.08 Exam Invigilation Next Review Date: B.1.07.01 A schedule for basic exam invigilation will be established at each site.

B.1.07.02 Ongoing contracts/agreements for exam invigilation will be negotiated by the Student Support Coordinator and approved by the Director.

B.1.07.03 Arrangements for special condition invigilation will be coordinated in North Battleford by the Student Support Coordinator, in rural sites by the Regional Service Assistant, and in Meadow Lake by the Program Coordinator.

B.1.07.04 Designated support staff will handle arrangements for and the facilitation of basic exam invigilation services.

B.1.07.05 Designated staff will handle requests for invigilation by doing the following: a) Answer questions that a client may have about exam invigilation. b) Inform the client of options for exam invigilation days & times, fees charged. c) Obtain required information including client’s name, address, phone; course name; name, address, and contact number of institution; and identify who will pay for invigilation.

d) Schedule date and time of exam invigilation with client. e) Inform client that it is their responsibility to ensure the institution provides the exams to the College.

B.1.07.06 Upon receiving an exam from the institution, designated staff will: a) Ensure the correct exam has been received. b) Record the date the exam was received by the College. c) Ensure the exam is stored in a secure location.

B.1.07.07 The invigilation process as administered by designated proctors will include the following: a) Ensure payment of required fee has been made. Exam proctor may collect fee from client or provide required invoicing information. b) Clients will be provided with a secure location to store their personal belongings, a well-lit, quiet writing area, and a clock to monitor exam time. c) Exam Proctor will administer and process the exam as requested by the institution. d) Proctor will package completed exam for mailing, place exam package in outgoing mail. e) Proctor will record the date the exam is returned to the institution.

B.1.07.08 Attachment(s): a) Rate Schedule ***

Policy 4.08

Attachment A Rate Schedule

The following outlines North West College’s fee requirements for exam invigilation services.

Note: Fees are payable in advance unless billing arrangements have been made and approved.

1. Base Fee The base fee is one charged to the client who uses exam invigilation services during the designated regular office hours and does not require dedicated staff services.

2. The base fee for exam invigilation will be a minimum of $15 or greater as agreed to by the institute/organization.

3. Special Conditions – Base Rate Plus  A special condition is one where the client requests exam invigilation service outside the designated regular office hours and/or where special invigilation procedures/staff are required.  Fees for special conditions will be $15 plus:  $15 per hour for exam invigilation where dedicated staff is required or where exam invigilation occurs outside office hours.  Direct costs when credentialed staff is required to invigilate exams.  Direct incremental costs (i.e. dial-up connection where charges are directly incurred by the College). A fee compatible to direct incremental costs will be applied. There will be no charge for use of equipment.  A direct hourly rental cost where the rental of a facility is required. ***

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX B – ACADEMIC PROCEDURES PROCEDURE B 1.08 Subject:

Injury Coverage for Work Placement Program Students

Approval/Amendment Date(s): January 13, 2000 Associated Procedure/Documents: Policy 4.09 Injury Coverage for Work Placement Program Students Next Review Date: All approved North West College placement programs are included under our liability insurance policies. It must be remembered that this is a third party public liability insurance - bodily injury and property damage. The policies respond therefore only when the College or its instructors, etc. are legally liable; for example, there is negligence involved. Where an accident involving property damage happens, we would expect the employer supervisor to treat the situation in the same way as an accident where regular employees were involved. This may involve an insurance claim under the employer supervisor’s property or liability insurance policy with the assumption of any applicable deductible. Where the College (student, instructor, etc.) has been involved in an accident resulting in property or bodily damage, a claim may be submitted under the College’s insurance program. If such a claim is submitted to the College, it is the courts and/or the insurer and not the College that determines whether the claim will be paid.

A student injured in the work situation is covered by the Workers’ Compensation Board without any premium cost to the employer supervisor. In the event of an accident involving injury to the student the instructor should be notified immediately so that the necessary form can be completed and submitted.

The instructor should ensure that there are no limitations on the student of which the employer supervisor is not aware. We recommend that the employer supervisor interview the student, as would any other potential employee to be aware of the student’s abilities.

B.1.08.01 General Conditions

a) Injury: “Injury” means harm to the student caused by an accident at the work place while the student is on an approved work placement program. b) Eligibility: Students in a Work Placement Program approved by Saskatchewan Education will receive injury coverage as per the Workers’ Compensation Act. c) Liability: The compensation to which a student is entitled, under the Act, takes place of the right to sue the employer for damages. d) Nature of the Agreement: The compensation to which a student is entitled, under the Act, takes place of the right to sue the employer for damages.

B.1.08.02 Responsibilities a) Injury The Educational Institution will approve work placements on a Work Placement Agreement form and provide a copy to each party thereof. The Educational Institution is obligated to provide adequate supervision of the student throughout the work placement. b) Responsibility of the Employer i) While the student is in the place of employment, the employer agrees to supervise the student and to permit the work placement coordinator to monitor the student placement. ii) The employer agrees to supply the work placement coordinator with an evaluation of the student’s performance in such form as the coordinator may request. iii) The employer agrees that the presence of the student as a learner shall in no way affect the job security of any employee, nor the employer’s hiring practice with regard to full or part-time employees. iv) If the employer employs the student outside the scope of this agreement, the student shall be deemed to be a normal employee for the purpose of the application of the statutes of Saskatchewan c) Responsibility of the Student i) The student agrees to perform for the employer the duties assigned by the employer in consultation with the coordinator of the Work Placement Program. ii) The student will not receive any remuneration from the employer in respect of his/her presence as a learner under the terms of this work placement agreement. iii) Working hours for the student shall be hours established by mutual agreement of the student, employer, and the work placement coordinator. d) Termination of the Agreement Any party to this agreement may terminate it by giving notice, in writing, to the other parties. ***

Administrative Policies and Procedures ADMINISTRATIVE POLICIES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES APPENDIX B – ACADEMIC PROCEDURES APPENDIX C – FINANCE PROCEDURES APPENDIX D – HUMAN RESOURCES PROCEDURES APPENDIX E – INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES

UPDATED: AUGUST, 2019

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C – FINANCE PROCEDURES PROCEDURE C 1.01 Subject:

College Agreements

Approval/Amendment Date(s): December 2, 2011 Associated Procedure/Documents: Policy 5.02 College Agreements, Board Policy 2 Next Review Date: C.1.01.01 The appropriate Director is responsible to ensure that such agreement, once executed, will not conflict with or contradict any agreements or legally-binding instruments, including insurance liability policies, currently in effect.

C.1.01.02 If a proposed agreement will have binding financial, legal or other resource implications for other responsibility centres, the agreement must have the mutual agreement of the respective Director, prior to formal execution.

C.1.01.03 If legal consultation or legal services are required in the development or execution of a corporate agreement, the appropriate Director must be consulted prior to the retention of legal counsel.

C.1.01.04 Any agreement affecting NWC facilities or physical space shall be submitted to the Facilities Manager for review, prior to formal execution.

C.1.01.05 Following the formal execution of a corporate agreement or other legally-binding instrument, the responsible Director will electronically file a copy of the fully executed document in a designated central electronic repository and notify all internally affected parties.

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C.1.01.06 The responsible Director shall also send the original hard copy of the formally executed document to Administration for permanent file retention and safekeeping.

C.1.01.07 The responsible Director is also responsible to initiate any required renewal or amendment of such document. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C – FINANCE PROCEDURES PROCEDURE C 1.02 Subject:

Corporate Credit Cards

Approval/Amendment Date(s): February 8, 1994, September 17, 2013 Associated Procedure/Documents: Policy 5.03 Corporate Credit Card Next Review Date: C.1.02.01 All executive administration positions will be eligible for a corporate credit card provided they are bondable. Issuance will be at the request of the employee.

Directors may request in writing to the President a corporate credit card for other staff clearly identifying the business need for such cards.

C.1.02.02 Credit cards will be issued once bondability is determined. The cards are specifically for purposes of business travel and are not to be used for other purposes unless expressly approved in advance by the President or the Director – Administration. The President may authorize issuance of corporate credit cards to allow for the acquisition of other goods and materials where a purchase order is not accepted, provided appropriate internal controls are in place to safeguard the financial assets of the institution and to ensure conformity with other administrative policies.

C.1.02.03 All credit card holders will be required to sign a user agreement whereby they agree to use the credit card for the purpose it was issued.

C.1.02.04 Under no circumstances are corporate credit cards to be used for cash advances or purchase of personal items. Such use will be viewed as a serious breach of policy and subject to appropriate discipline.

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C.1.02.05 All credit cards will be issued in the name of the individual authorized to use the cards.

The employee issued the card will be responsible for the security of the card and adherence to the policies that govern its use.

C.1.02.06 The cardholder will obtain a credit card receipt for all purchases. The cardholder may be held personally liable for any item which cannot be supported by the original receipt.

C.1.02.07 The credit card holder will submit a monthly credit card report on the form prescribed by the Director – Administration to their immediate supervisor, identifying the nature of the purchase and specifying the details of each purchase. Details required include: a) Vendor b) Vendor location c) Date d) Amount e) Budget against which purchase is to be charged C.1.02.08 Credit card reports will be submitted within 5 days of month end to the employee’s executive manager (President or Director) or in the case of the President to the Chairperson of the Board of Governors. Original credit card receipts will be submitted with the monthly credit card report to support the purchases of the period.

C.1.02.09 The Director – Administration will be responsible for the acquisition of all cards and administration of user agreements.

The Controller will be the College liaison with the credit card company, with all communication and correspondence (including credit card statements) to be directed to that position unopened.

C.1.02.10 Attachment (s) a) Attachment A - North West College Credit Card Holder Declaration b) Attachment B - Request for Use of College Credit Card

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Attachment A NORTH WEST COLLEGE CREDIT CARD HOLDER DECLARATION I _____________________________________________ do declare that the corporate credit card issued jointly in my name and that of the College shall be used solely for College business. It is further understood that the use of the card for cash advances or for purchase of personal goods is prohibited. I am aware that I am responsible at all times for the security of the card and shall notify the card-issuing agency and the College immediately should the card be misplaced or stolen.

I agree to comply with the administrative policy and procedures on corporate credit cards. It is understood that I will be liable for any purchases not transacted consistent with policy and procedures.

__________________________________ Signature of Cardholder

________________________________ Witness

Date of issue:

Issued by:

__________________________________ __________________________________ Director of Administration

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ATTACHMENT B Request for Use of College Credit Card Requesting party: _________________________ Responsibility Centre: ________________________ Submitted to: _____________________________ Date of Submission: _________________________

I. BACKGROUND Completion of this request by the Coordinator, Manager or Director responsible for the related responsibility centre is required where it is necessary to use a credit card to order supplies or materials that cannot be sourced via standard means, i.e.

Purchase order. When completing the request, at a minimum the below questions should be answered.

What is being purchased and for what use?

Have College Acquisition Procedures been adhered to?

What fiscal period does this relate to?

II. FINANCIAL IMPLICATIONS What is the current status of the general ledger expense account, i.e. is it within budget, was this purchase planned as part of the budget?

III. REQUESTED To approve the above referenced purchase. Please sign off the attached purchase order if in agreement. ______________________________ Requesting Party

_______________________________ Director Signature

______________________________ President Signature (if required)

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C – FINANCE PROCEDURES PROCEDURE C 1.03 Subject:

Procurement

Approval/Amendment Date(s): 2013 Associated Procedure/Documents: Policy 5.04 Procurement Next Review Date: C.1.03.01 The following guidelines have been established to promote competitive bidding.

Staff involved in procurement acknowledge that the procedures identified herein are *minimum* requirements and that bids should be solicited, whenever the goods or services can be purchased, from several different, responsible suppliers.

Upon request, the Facilities Department will assist departments in locating potential suppliers and obtaining pricing and product availability information for any threshold level. a) Purchases up to and including $9,999.99 - For purchases less than or equal to $9,999.99, requestors should follow their own judgment in identifying potential suppliers. b) Purchases between $10,000 - $24,999.99 - All purchases over $10,000.00 but not exceeding $24,999.99 require at least three (3) quotations be obtained from suppliers if not utilizing a contracted/preferred supplier. All quotations must be in written form so they can be attached to the requisition.

If there are limited sources of supply or the low bid is found unacceptable because of some factual circumstance, the department head or principal investigator should write a clear, concise, and factual justification for not accepting the lowest bid. If the requestor is unable to identify three suppliers, the Facilities Department should be contacted to assist in identifying additional suppliers. c) Purchases over $25,000 - All purchases over $25,000 require the requestor to contact the Facilities Department to conduct more formal bid process. The Facilities Department will work with the requestor to directly solicit bids and provide a tabulation of bids for the requestor's review and evaluation.

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C.1.03.02 Exceptions to Competitive Bid Procedures There are a few circumstances and items excluded - in all or part from the competitive bid procedures. Failing to anticipate needs resulting from poor planning is not an exception to these procedures.

Certain situations which may justify purchases without following the competitive bid procedures are as follows: Items purchased from current College, provincial, federal, or other cooperative contract or pricing agreement. a) Emergency purchases when: i) Human life, health or College property is in jeopardy. b) Repairs of equipment involve hidden dangers. c) Repairs are immediately needed for equipment where delay would lead to higher expense. d) Items purchased for resale; such as the Bookstore, where a separate procedure is in effect. e) Items procured solely from a government agency. f) OEM (Original Equipment Manufacturer) requirements for equipment under lease, rental, warranty or maintenance. g) Agency specified vendor. h) Design compatibility with existing equipment.

The responsible party should submit a written, clear, but concise statement that justifies waiving the competitive bidding process. Final responsibility in determining whether an item is a proprietary item and may be purchased from a sole source rests with the Director of Administration or President.

C.1.03.03 Sole Source Purchases A sole source purchase is one where a good or service can only be purchased from a single source. This situation makes it impossible to obtain competitive bids. The requisitioning department shall furnish documentation to justify why the technical characteristics inherent in the item make it essential to purchase the particular good or service. Written documentation of some form of price or cost analysis is required on all sole source purchases with an aggregate expenditure in excess of $10,000.

Appropriate documentation may include copies of published price lists, advertised pricing in established magazines, journals, and newspapers, and similar indices. Final responsibility in determining whether an item is a proprietary item and may be CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix C

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purchased from a sole source rests with the Director of Procurement, the Sourcing Manager, a Contract Manager or Buyer.

C.1.03.04 Solicitations for Quotes Solicitations for quotes or requests for proposals/quotes shall set forth all requirements that the bidder must fulfill for their bid to be evaluated by the College. Solicitations should be based upon a clear and accurate description of the technical requirements.

Complete information should be provided including but not limited to, quantity, description, delivery requirement, special conditions, drawings, specifications, bid due date and time. Specifications or requirements should not unduly restrict competition.

Whenever a "brand name or equal" description is used to define performance or other salient requirements, the specific features of the named brand must be clearly specified.

C.1.03.05 Evaluating Bids When evaluating quotes, consideration may be given but not necessarily limited to, the following: price, bidder’s previous record of performance and service, ability of bidder to render satisfactory service in this instance (i.e., training, maintenance and repairs), availability of bidder's representative to call upon and consult with the end users, quality and conformance to specifications, delivery schedule, life expectancy, warranty and disposal value.

C.1.03.06 Notification Unsuccessful vendors shall be notified that the bid is closed and awarded. It is not necessary to note the successful bidder. The College reserves the right to reject any bids, waive informalities and award the contract in the best interests of the College.

C.1.03.07 Ramifications if Procedure is Breached If this procedure is breached, the College is at risk for not passing its audits from various auditing agencies. The staff responsible for the breach in procedure may be subject to discipline. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C – FINANCE PROCEDURES PROCEDURE C 1.04 Receiving and Inventory Control

Subject:

Approval/Amendment Date(s): April 13, 1992 Associated Procedure/Documents: Policy 5.05 Receiving and Inventory Control Next Review Date: C.1.04.01 Requisitions a) When preparing requisitions, one of five individuals will place their name on the requisition as a contact person; this will be typed on the purchase order so that suppliers may direct their questions to the appropriate individual. b) The five areas (contacts) to be identified are: i) ATIP Program Secretary (program specific) Books for ATIP Program specific secretary (when not sold from bookstore) ii) Bookstore Registration Clerk (books for resale) iii) Capital Administrative Clerk iv) Common & General Administrative Clerk v) College Programs Program specific Program Secretary c) After the appropriate signatures are affixed for authorization on the requisition, the requisition is submitted to accounting for the preparation of the purchase order. The contact person’s name and the delivery point is typed on the purchase order. In the case of books, the requisitioning coordinator/program secretary should have his/her name indicated as a contact and the pink copy of the purchase order and the pink copy of the requisition will be sent by accounting to the registration clerk for receiving of these items.

Note: Any changes to the original purchase order must be approved by the Director of Administration and accounting advised for revision of the purchase order. Accounting will return the pink copy of the requisition and pink copy of the purchase order to the party identified as the contact person.

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d) The white copy of the purchase order is sent to the supplier by accounting (unless otherwise directed) and the pink copy is retained for follow-up by the contact person. e) Switchboard will contact the Accounting Clerk as supplies are delivered to find out who the contact person is so that switchboard may direct them to the appropriate location/contact. f) The contact person is responsible for receiving the goods as they come in.

Bookstore items will be delivered into the bookstore. ATIP orders will be received at the ATIP office. All other orders will be delivered to the area in front of the supply cabinets unless directed otherwise by the Administrative Clerk as in the case of large furniture items such as tables and desks. g) As soon as possible after the goods are delivered the packing slip will be checked against the pink copy of the purchase order by the individual who is receiving to ensure that all goods are received as ordered. Any discrepancies will be noted on the purchase order (i.e. backorders, over-shipments) and will be signed and dated by the receiver. h) Once the order is received, the pink copy of the purchase order will be stamped “received” dated and signed by the person receiving the goods. The packing slip and pink copy of the purchase order is then forwarded to accounting. If only part of the order is received, the receiver will photocopy the purchase order with the goods received indicated on it, and forward that along with the packing slip to accounting. This photocopy of the purchase order will serve as a reminder to accounting that some of the order is outstanding. i) Goods are dispersed by the receiver as soon as possible to eliminate the accumulation of supplies in an open area. j) Accounting will compare the purchase order against the invoice in preparation of payment. k) Accounting will process the payment of the invoice following standard payment procedures.

C.1.04.02 Inventory Control a) Any furniture and equipment under $200 deemed as non-consumable during the current year will be assigned an inventory number. Such items will include calculators, coat racks, etc. (The Administrative Clerk can assist in determining these items if the receiver is unsure.) Don’t need this CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix C

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b) When items to be inventoried arrive, the Administrative Clerk is informed so that s/he can affix an inventory control sticker to the items before they leave the receiving area. c) All furniture and equipment in excess of $200 will be assigned an inventory control sticker and it will be immediately recorded in the computer inventory file by the Administrative Clerk. The recorded cost of the items will include applicable taxes and shipping charges as shown on the invoice. Revise and include IT. d) Accounting will provide monthly to Administrative Clerk printouts of equipment purchases, furniture and equipment < $200, and leasehold improvements for all departments along with copies of invoices and requisitions for inventoried items. Any other inventoried item not reflected in this process will be reported to the Administrative Clerk by the Accountant monthly. Donâ&#x20AC;&#x2122;t need this ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C â&#x20AC;&#x201C; FINANCE PROCEDURES PROCEDURE C 1.05 Subject:

Furniture and Equipment Transfers

Approval/Amendment Date(s): November 24, 1994 Associated Procedure/Documents: Policy 5.06 Furniture and Equipment Transfers Next Review Date: C.1.05.01 To facilitate this process a Furniture and Equipment Transfer Request Form (housed in the forms storage box) was developed for use when requesting the movement of items from one location to another. This will serve as an outline of the procedures and guidelines for the transfer of furniture and equipment as part of the inventory control system. a) Fully complete the Furniture and Equipment Transfer Request Form identifying: i) the inventory control sticker number, ii) the name of the item, iii) a brief description of the item, iv) the present location of the item, if known, v) the proposed location of the item, vi) the program name and course number, if applicable, vii) the time period that the item will be required in the proposed location.

If the item does not have an inventory control sticker on it, please notify the Administrative Clerk to have the item inventoried before it leaves the present location. b) This form is to be signed and dated by the requesting party. c) The form is then submitted to the Administrative Clerk to secure the appropriate authorization. Once the request is authorized, it will be returned to the requesting party.

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d) The requesting party will initial in the last column to indicate that the transfer is complete. e) The party requesting the transfer will keep a copy of the Furniture and Equipment Transfer Request Form for their files and return the original to the Administrative Clerk for use in updating the inventory database. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C â&#x20AC;&#x201C; FINANCE PROCEDURES PROCEDURE C 1.06 Subject:

Tangible Capital Assets

Approval/Amendment Date(s): April 5, 2016, June 26, 2017 Associated Procedure/Documents: Policy 5.07 Tangible Capital Assets Next Review Date: C.1.06.01 Acquisitions a) All purchases of capital assets shall be approved in accordance with Board Policy and the Regional Colleges Act. b) Capital purchases will be recorded at cost. i) Interest incurred while a tangible capital asset is under construction may be capitalized (optional). ii) The cost of a contributed tangible capital asset is considered to be equal to its fair value at the date of contribution. c) All donations of capital equipment will be set up at the estimated fair market value.

C.1.06.02 Disposal of Capital Assets If an asset has outlived its useful life and is no longer required: a) The Director of Administration shall approve the disposal of any capital assets. b) If disposal is approved, the asset may be written off and removed from the capital asset listing. c) Arrangements will then be made to remove the asset from its current location and transfer it to storage, arrange its sale or dispose of it at an appropriate location.

C.1.06.03 Reporting

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The Capital Summary report and accounts receivable aging analysis will be produced annually by the Controller. The report will be distributed to the Facilities Manager, Director of Administration and President. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C – FINANCE PROCEDURES PROCEDURE C 1.07 Subject:

Provincial Sales Tax (PST) on Items for Resale

Approval/Amendment Date(s): May 31, 1996 Associated Procedure/Documents: Policy 5.08 Provincial Sales Tax (PST) on Items for Resale Next Review Date: C.1.07.01 When preparing purchase requisitions, items that are for resale should be identified as such.

C.1.07.02 The requisition should also quote our PST #1557727. By this, the supplier understands that the College assumes the responsibility to collect and remit the PST. This should be followed for purchases from within Saskatchewan and those outside the province. This will assist Accounting in paying the correct amount of PST to the province.

C.1.07.03 Accounting will review purchases to determine the application of PST on items for our use and for resale. If the College uses or donates these items, accounting must be advised in order to report and remit the PST accordingly. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C – FINANCE PROCEDURES PROCEDURE C 1.08 Subject:

Pricing Policy - Textbooks and Materials

Approval/Amendment Date(s): July 1, 1992 Associated Procedure/Documents: Policy 5.10 Pricing Policy - Textbooks and Materials Next Review Date: C.1.08.01 In circumstances where the supplier’s sales sticker must remain on the textbook the College will mark-up the cost of the textbook by an established amount per book. Such amount will be set each year by the Director, Administration. The sales price of the end user will be the sum of cost of the book from the supplier (net of GST) plus the established mark-up. GST will be charged on the sales price set by the College.

C.1.08.02 In situations where no sales sticker is affixed to the book by the supplier the College will mark-up the cost of the book by a set percentage to recover shipping and handling costs. Such percentage will be set each year by the Director, Administration and Student Services. The sales price to the customer will be the sum of the original cost of the book from the supplier (net of GST) plus the percentage mark-up. GST will be charged on the sales price set by the College.

C.1.08.03 Arrangements for the proper handling and reporting of GST are to be made through the Accountant.

C.1.08.04 Mark-up Rates Current approved mark-up rates effective July 1, 1992 are as follows: a) For textbooks bearing the supplier sales sticker (university textbooks) a markup rate of $1 per book to a maximum of $5 per purchase has been approved CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix C

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b) For textbooks not restricted by a supplier sales sticker a mark-up percentage of 3% on the purchase price to the College (net of GST) has been approved. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C â&#x20AC;&#x201C; FINANCE PROCEDURES PROCEDURE C 1.09 Subject:

Accounts Receivable, Bad Debts and Allowance for Doubtful Accounts

Approval/Amendment Date(s): 2013 Associated Procedure/Documents: Policy 5.11 Accounts Receivable, Bad Debts and Allowance for Doubtful Accounts Next Review Date: C.1.09.01 Interest on Overdue Accounts a) Interest at the rate of 1% per month is charged on payments overdue for greater than 60 days. Interest is calculated on a compound basis. b) Each month, a statement shall be sent to customers who have outstanding balances and any applicable interest should be charged in that month. The statement should indicate the date of the original invoice, the invoice number and the amount of interest being charged for past due accounts.

C.1.09.02 Bad Debts a) From time to time, a customer invoice will become uncollectible, either because the customer can or will not pay. b) Where there is a viable reason to believe that the customer will become able or willing to pay, the invoice should be aged and maintained. c) If there is no reason to believe that the invoice will ever be paid, it must be classified as uncollectible and treated as a bad debt. d)

When an invoice is classified as a bad debt, the following shall occur: i) An accounting entry cancels the account receivable from the customer and increases the bad debt expense. ii) Any GST and PST recorded must be recovered by reversing the accounting entries previously made.

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iii) Any other business currently underway with this customer must be reviewed by the Director of Administration and Program Coordinator and result in appropriate action being taken.

C.1.09.03 Allowance for Doubtful Accounts a) At the time that receivables are booked, the Controller may establish an allowance for doubtful accounts equal to a proportion of total receivables expected to become uncollectible. This is an account which reduces accounts receivable to the expected level of collection. b) When an allowance for doubtful accounts is used, customer accounts are written off to the allowance for doubtful accounts rather than directly to bad debt expense.

C.1.09.04 Accounts Receivable Aging Report a) The Accounts receivable aging report and accounts receivable aging analysis will be produced monthly by the Controller and reconciled to the total in the accounts receivable account. The report will be distributed to the Director of Administration and Program Coordinators. b) Individual customer invoice information will be provided for accounts more than 60 days past due. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C â&#x20AC;&#x201C; FINANCE PROCEDURES PROCEDURE C 1.10 Subject:

Processing of the Provincial Training Allowance (PTA)

Approval/Amendment Date(s): November 17, 1997 Associated Procedure/Documents: Policy 5.12 Processing of the Provincial Training Allowance (PTA) Next Review Date: C.1.10.01 Student Services The Student Counselor and Student Advisor will have a basic understanding of the principles of the PTA so they can inform students of this financial assistance. They are responsible for the accurate completion of the PTA application form, assisting students in completing the application form, assisting the students in advising the College of changes in status, and assisting students in writing appeals.

C.1.10.02 Receptionist Receptionists at the main office in North Battleford and at the Meadow Lake Campus, and the ABE program secretary will have an understanding of the PTA processing so they can answer questions regarding the processing of applications and payments to students.

C.1.10.03 ABE Program Staff in North Battleford and Meadow Lake The ABE Program Secretary in North Battleford will attend to students enrolled in all programs outside of the Meadow Lake Campus. The Meadow Lake Receptionist will attend to students enrolled in programs offered at the Meadow Lake Campus. The procedures outlined below will be followed: a) Maintain a separate PTA file for each student. The file will include copies of the initial application, assessment results, change of status, and discontinuance of student. b) Provide a copy of the assessment results to the accounting department. c) Review all applications, notices of change of status, and notices of discontinuance for completeness.

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d) Send all applications, notices of change of status, or notices of discontinuance to the department of Post-Secondary Education and Skills Training for processing on a timely basis. e) Distribute cheques to students when received from accounting.

C.1.10.04 Accounting The Payroll Clerk will use the assessment results to set up student information in the PTA module of the accounting system.

The PTA will be run the last week of every month to insure payments will reach students by the last academic day of every month. Cheques will be dated for the first of the following month. Should the first of the month fall on a weekend or holiday, the PTA cheque will be dated the last banking day of the month and will be delivered to the students by this date.

New and revised PTA assessments will be processed weekly.

The Accountant will ensure that the Monthly Disbursement Confirmation Report received from the department of Saskatchewan Post-Secondary Education and Skills Training agrees with the total PTA paid out for the month; the Accountant will account for any discrepancies.

The accounting department will invoice Saskatchewan Post-Secondary Education and Skills Training for the total amount of PTA disbursed during the month. This invoice will be prepared within two days of receiving the Saskatchewan Post-Secondary Education and Skills Trainingâ&#x20AC;&#x2122;s Monthly Disbursement Confirmation Report. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C – FINANCE PROCEDURES PROCEDURE C 1.11 Payment of Salary for Three Days Between Christmas and New Year’s

Subject:

Approval/Amendment Date(s): December 15, 1995 Associated Procedure/Documents: Policy 5.17 Payment of Salary for Three Days Between Christmas and New Year’s Next Review Date: Procedures: This section applies to all staff in the scope of the collective agreement employed in positions which fall in field or office classifications. As the daily salary paid to instructional staff is inclusive of payment of designated holidays, this section is not applicable C.1.11.01 Full-time (Office and Field) Full-time employees would normally be scheduled to work these days and accordingly shall be paid the full daily rate as part of their regular monthly salary.

C.1.11.02 Part-time a) Field and Office Employees who are Working Full-time but Part-year These employees shall be paid the normal daily rate for the three days between Christmas and New Year’s, provided that this period falls during the period they are employed. b) Office and field Employees Working Part-time with regularly scheduled hours The amount due shall be based on the regularly scheduled hours for the same named days as the three days between Christmas and New Year’s.

Example: The employee is scheduled to work 7 hours on Monday, Tuesday, Thursday, and Friday. Assume the 3 working days fall on Wednesday, Thursday and CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix C

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Friday. The employee would receive pay for those days normally worked (Wednesday - 0 hours, Thursday - 7 hours, Friday - 7 hours) resulting in wages for 14 hours. c) Office and Field Employees Working Part-time Whose Hours of Work May Vary from Day to Day and Week to Week Payment for each of the three normal working days between Christmas and New Year’s shall be based on the normal hours for the same name day.

Normal hours shall be based on an average of the four immediately preceding same name day for each of the three days referred to above.

Example: Assume the three working days between Christmas and New Year’s fall on a Wednesday, Thursday, and Friday.

1 week prior 2 weeks prior 3 weeks prior 4 weeks prior 4 week total Average per day

Mon 7 4 0 3 14 3.5

Tues 3 5 6 6 20 5

Hours worked per day Wed Thurs Fri 2 5 3 0 5 6 8 5 1 4 5 2 14 20 12 3.5.

5 3

Total 20 20 20 20 80

The employee would be paid 11.5 hours for the average hours worked on Wednesday, Thursday, and Friday (3.5 hours, 5 hours, 3 hours). d) Field Employees with Set Hours per Week but Not Scheduled on specific days These employees shall be paid 3/5 of a normal week based on the regular hours to be worked per the letter of employment for the position.

Example: If the employee's contract provides for 15 hours per week, the employee will be paid 3/5 of 15 hours or 9 hours wages. If the employee's position provided for 20 hours per week, they would be paid for 3/5 of 20 or 12 hours. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C – FINANCE PROCEDURES PROCEDURE C 1.12 Subject:

Fair Dealing (Copyright)

Approval/Amendment Date(s): 2010 Associated Procedure/Documents: Policy 5.21 Fair Dealing (Copyright) Next Review Date: C.1.12.01 Fair Dealing adherence will depend on the particular circumstances of the copying event. Students and staff will have to make a judgment call as to whether the use can be classified as "fair". If in doubt, staff and students should check with their respective instructor or supervisor.

C.1.12.02 In the event that an instructor or supervisor seeks assistance the matter may be escalated to a Director who will interpret the use and determine next steps. If the use is not considered fair it may still fall under the Access Copyright Model License Agreement. If the use is not considered fair and does not fall under the Model License Agreement, the Director will work with the parties involved to seek permission to copy from the copyright owner.

C.1.12.03 Attachment(s): a) Attachment A - Copyright Compliance - Fair Dealing Practices ***

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ATTACHMENT A Copyright Compliance – Fair Dealing Practices A. Purpose Definition of Fair Dealing Fair dealing is a user’s right as set out in the Copyright Act Section 29 which permits the use of copyright material without permission or payment of royalties provided the “dealing,” or use, is “fair” and is for one of the following five enumerated purposes: for research, private study, review, criticism or news reporting.

B. Practice on Fair Dealing Legal counsel for College and Institutes of Canada (CICan) has prepared, and recommends for adoption by each CICan member outside Quebec, whether or not the member intends to operate under the Access Copyright Post-secondary Educational Institution Tariff, 2011 to 2013 (the "Proposed Tariff'), the fair dealing practice outlined below. The fair dealing practice outlines the copying of published works that can be made in print or electronic format by staff and instructors under the exception for fair dealing in sections 29 to 29.2 of the Copyright Act, without seeking permission of the copyright owner. The practice does not apply to audio or video recordings.

The fair dealing practice does not address exceptions in the Copyright Act other than fair dealing. Depending on the circumstances, other exceptions in the Act may also permit the copying of works without the permission of the copyright owner. One example of an exception is section 29.4(1). It provides that it is not an infringement of copyright for an educational institution to make a manual reproduction of a work onto a dry-erase board, flip chart or other similar surface intended for the display of handwritten material. Another example is section 30.2 which provides that it is not an infringement of copyright for a student resource centre to do anything on behalf of any patron that the patron could do herself under fair dealing. CICan member institutions may wish to include the fair dealing practice in copyright guidelines or a copyright compliance practice that addresses other exceptions under the Copyright Act. The fair dealing practice does not restrict any copying that an CICan member institution is permitted to do under arrangements that the institution has with publishers, e.g., under a licence, or a transactional permission with the publisher or the publisher's representative, e.g., Access Copyright or the Copyright Clearance Centre.

The fair dealing practice does not permit making copies for sale to students in course packs, making copies of required readings for student resource centre reserve, or posting copies on course management systems, e.g., Blackboard, or on course websites, except for a copy in electronic form posted on a course management system by a staff member of an CICan member institution's student resource centre or other administrative unit, and not by a course instructor, for the purpose of electronic student CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix C

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resource centre reserve, provided that the posting complies with the safeguards of the practice as illustrated in clause 3.2 below.

Some licence agreements that CICan member institutions have with publishers that provide access to publications in electronic format restrict the making or dissemination of copies. Where there is a conflict between the terms of a licence agreement and the fair dealing practice, the terms of the licence agreement apply.

The practice contemplates that the CICan member institution will appoint a person who will make decisions on whether copying outside the scope of the copying guidelines are for one of the fair dealing purposes of research, private study, review, criticism or news reporting, and in all the circumstances, whether the making of the copies is fair. Clause 1.10 of the practice sets out the factors to be considered in determining whether the making of a copy for one of the fair dealing purposes is fair. If the copying is for one of such purposes and the making of the copy is fair, the copying can be made under the fair dealing exception without the permission of the copyright owner.

C. Procedures on Fair Dealing 1. Copying Guidelines 1.1. Except where otherwise stated, these guidelines apply to an CICan member

institution making a single copy from a work protected by copyright for the purposes of research, private study, review, criticism or news reporting in circumstances in which the consent of the owner of copyright has not been secured and is not required by reason of the fair dealing exception in the Copyright Act. Permission from a copyright holder may be required where the copy falls outside of these guidelines.

1.2. Single copies that are permitted to be made pursuant to this practice must be

made only from publications in which copyright subsists, such as, books, journals and other periodical publications, newspapers and magazines ("Published Works"). A copy may only be made from a lawful copy of the work in the possession of the CICan member institution, and if the lawful copy is in electronic form, there is no restriction against making a copy under the contractual terms relating to the Published Work.

1.3. No copying may exceed 10 per cent of a Published Work, other than a textbook

produced primarily for the post-secondary education market, or the following, whichever is greater: a) an entire chapter from a book provided that it does not exceed 20 per cent of the book; b) an entire article from a periodical publication; c) an entire short story, play, poem or essay from a book or periodical publication; d) an entire entry from an encyclopedia, dictionary, annotated bibliography or similar reference book;

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e) an entire reproduction of an artistic work from a book or periodical publication; and f) a single musical score from a book or periodical publication.

1.4. No copying may exceed 5 per cent of a textbook produced primarily for the

post-secondary education market, or the following, whichever is greater: a) an entire chapter from a textbook provided that it does not exceed 10 per cent of the textbook; b) an entire short story, play, poem or essay from the textbook provided that it does not exceed 10 per cent of the textbook; and c) an entire reproduction of an artistic work or a single musical score from the textbook provided that it does not exceed 10 per cent of the textbook.

1.5. Notwithstanding any of the other provisions of these guidelines, no copies may

be made of the following: a) any of the works referred to in clauses 1.3(b) to 1.3(f) of this practice where the publication containing the work does not contain other works. For example, no copy may be made of a play from a publication containing the play but no other work; b) unpublished works, subject to the provisions of clause 10 below; c) proprietary workbooks, work cards, assignment sheets, tests and examination papers; d) instruction manuals; e) newsletters with restricted circulation intended to be restricted to a fee paying clientele; or f) business cases which are made available for purchase.

1.6. Each paper copy made pursuant to Article 2 of this practice shall contain, on at

least one page, the name of the author or artist (where known), the title of the publication from which the copy was made, the name of the publisher of that publication and the following statement:

This copy is made solely for the use by a student, staff member, instructor or student resource centre patron for research, private study, review, criticism or news reporting. Any other use may be an infringement of copyright if done without securing the permission of the copyright owner.

1.7. Each electronic copy made pursuant to Article 2 of this practice shall have the

information and statement referred to in clause 1.6 on at least one page, except for an electronic copy made available from a server pursuant to this practice, where that information and statement could instead be associated with the copy such that notice of that information and statement would come to the attention of the person who accesses the copy.

1.8. If a fee is charged for making a copy the fee is set no more than an amount

representing a reasonable approximation of the actual cost of making and delivering the copy.

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1.9. Staff shall use reasonable efforts to guard against systematic, cumulative

copying from the same work which in total exceeds the portion of the work that may be copied pursuant to these guidelines and to ensure that the number of copies made complies with this practice. If a staff member suspects that a student, other staff member or instructor is engaged in systematic, cumulative copying, the matter must be referred to the staff member responsible for administering this practice or his or her delegate for review, and any further requests from that student, staff member or instructor for a copy may be refused.

1.10. Requests for the making of copies which fall outside these copying guidelines

and requests for making of copies of unpublished works may be referred to the staff member responsible for administering this practice or to his or her delegate for evaluation. A determination will be made as to whether the proposed copies are permissible in all the circumstances relating to the requests and may ultimately be refused. The evaluation will examine all relevant circumstances, including: a) the purpose of the proposed copying, including whether it is for research, private study, review, criticism or news reporting; b) the character of the proposed copying, including whether it involves single or multiple copies, and whether the copy is destroyed after it is used for its specific intended purpose; c) the amount or proportion of the work which is proposed to be copied and the importance of that work; d) alternatives to copying the work, including whether there is a non-copyrighted equivalent available; e) the nature of the work, including whether it is published or unpublished; and f) the effect of the copying on the work, including whether the copy will compete with the commercial market of the original work.

2. Student Resource Centre Reserve This practice applies to paper copies made by a staff member or instructor for student resource centre reserve, and to electronic copies made by a staff member of the CICan member institution's student resource centre or other administrative unit from Published Works for a student of the institution. This practice does not permit the making of copies for student resource centre reserve by a course instructor.

2.1. Paper Copies

One paper copy for each 30 students in a course of instruction up to a maximum of 3 may be made onto paper pursuant to the Copying Guidelines of this practice for student resource centre reserve, subject to the following safeguards: a) the paper copies are made by or at the request of an instructor in respect of a specific course of instruction offered by the CICan member institution; b) the paper copies are made as an optional and supplementary source of information for students and must be a small proportion (no more than 25 per CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures â&#x20AC;&#x201C; Appendix C

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cent) of the required reading for a particular course, and the CICan member institution's student resource centre has received, from the instructor requesting the copies, a written acknowledgement in paper or electronic form confirming that the copies are intended as an optional and supplementary source of information for students and that the copies amount to no more than 25 per cent of the required reading for the course; c) the use of student resource centre reserve must not substitute for the purchase of books, course packs or other published materials; d) prior to loaning the paper copy to a student, the student resource centre has received from the student a written acknowledgement in paper or electronic form that he or she is a student enrolled in a course of instruction at the CICan member institution, that the student requires the copy for research, private study, review, criticism or news reporting, and that the student will not use the copy for any other purposes; e) where the student requires the copy for review, criticism or news reporting, the student resource centre advises the student that, in using the copy for any of those purposes, the student mentions: i. the source; and ii. if given in the source, the name of the author of the work; f) the paper copy is loaned to the student for a period of limited duration; g) the paper copy is destroyed within a reasonable time once the course of instruction or series of courses it pertains to comes to an end; and h) where the purpose of making the paper copy is to use it to make an electronic copy for student resource centre reserve, the paper copy is promptly destroyed after the electronic copy is made.

2.2. Electronic Copies

A single copy in electronic form may be made available to a student for student resource centre reserve from an CICan member institution's server pursuant to the Copying Guidelines, subject to the following safeguards: a) the electronic copy is made at the request of an instructor in respect of a specific course of instruction offered by the CICan member institution; b) the electronic copy is made as an optional and supplementary source of information for students and must be a small proportion (no more than 25 per cent) of the required reading for a particular course, and the CICan member institution's student resource centre has received, from the instructor requesting the copies, written acknowledgement in paper or electronic form confirming that the copies are intended as an optional and supplementary source of information for students and that the copies amount to no more than 25 per cent of the required reading for the course; c) the use of student resource centre reserve must not substitute for the purchase of books, course packs or other published materials; d) prior to providing a student with access to the electronic copy, the student resource centre has received from the student a written acknowledgement in CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures â&#x20AC;&#x201C; Appendix C

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paper or electronic form that he or she is a student enrolled in the course of instruction at the CICan member institution for which the copy was made, that the student requires the copy for research, private study, review, criticism or news reporting, that the student will not use the copy for any other purpose, that the student will not transmit the copy to any third party and that the student will only print out one paper copy from the electronic copy; e) the electronic copy is made available to the student from a secure server protected by a technological protection measure that ensures that the copy is only made available to the students enrolled in the course of instruction for which the copy was made; f) the electronic copy is made available to the student on a read-only basis in PDF format or a similar format that prevents the copy from being altered by the student; and g) the electronic copy made by the ACCC member institution is deleted once the course of instruction or the series of courses it pertains to has come to an end.

3. Document Delivery This practice on document delivery applies to copies made by an CICan member institution's student resource centre from Published Works for a patron of the student resource centre.

3.1. Paper Copies

A single copy may be made onto paper pursuant to the Copying Guidelines for document delivery for a patron of the CICan member institution's student resource centre who is a student, staff member or instructor of the institution, subject to the following safeguards: a) the student resource centre has received written confirmation in paper or electronic form from the patron that is a student, staff member or instructor of the CICan member institution, and that the patron requires the copy for research, private study, review, criticism or news reporting; b) where the student requires the copy for review, criticism or news reporting, the student resource centre advises the student that, in using the copy for any of those purposes, the student mentions: i. the source; and ii. if given in the source, the name of the author of the work; and c) where the purpose of making the paper copy is to use it to make an electronic copy to provide to the patron, the paper copy is promptly destroyed after the electronic copy is made.

3.2. A single copy may be made onto paper pursuant to the Copying Guideline for

document delivery, for a patron who is not a student, staff member or instructor of the CICan member institution, subject to the following safeguards:

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a) the student resource centre has permitted the patron to have access to its premises and the patron requests the copy while on the premises of the student resource centre; b) the student resource centre has received written confirmation in paper or electronic form from the patron that the patron requires the copy for research, private study, review, criticism or news reporting; and c) where the patron requires the copy for review, criticism or news reporting, the student resource centre advises the patron that, in using the copy for any of those purposes, the patron mentions: i. the source; and ii. if given in the source, the name of the author of the work.

3.3. Electronic Copies

A single copy may be made in electronic form pursuant to the Copying Guidelines for document delivery for a patron of the CICan member institution's student resource centre, subject to the following safeguards: a) the student resource centre has received written confirmation in paper or electronic form from the patron that the patron is a student, staff member or instructor of the CICan member institution, that the patron requires the copy for research, private study, review, criticism or news reporting, that the patron will only use that copy for research, private study, review, criticism or news reporting, and that the patron will not transmit the copy to any third party; b) where the patron requires the copy for review, criticism or news reporting, the student resource centre advises the patron that, in using the copy for any of those purposes, the patron mentions: i. the source; and ii. if given in the source, the name of the author of the work; c) the electronic copy is made available to the patron requesting the copy either by email sent directly to the patron, or from a secure server protected by a technological protection measure that ensures that the copy is only made available to the patron requesting the copy; d) the electronic copy is transmitted to the patron requesting the copy in PDF format or a similar format that restricts the copy from being altered by the patron; and e) if transmitting the copy by email, the student resource centre deletes its sent email once the email has been transmitted, and if making the copy available from a secure server, the student resource centre deletes the copy stored on its server once the patron requesting the copy has downloaded one copy from the server.

4. Instructor Fair Dealing

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This practice on instructor fair dealing applies to paper and electronic copies made from Published Works by an instructor, or by a staff member of the ACCC member institution for an instructor.

4.1. Paper Copies

4.1.1. A single copy may be made by an instructor pursuant to the Copying Guidelines, subject to the following safeguards: a) the instructor requires the copy for the instructor’s personal research, private study, review, criticism or news reporting; and b) where the instructor uses the paper copy for review, criticism or news reporting, the instructor mentions: i. the source; and ii. if given in the source, the name of the author of the work. c) A single paper copy may be made by a staff member of the ACCC member institution for an instructor pursuant to the Copying Guidelines, subject to the following safeguards: d) the instructor advises the staff member that the instructor requires the copy for the instructor’s personal research, private study, review, criticism or news reporting; e) the instructor uses the copy for the instructor’s personal research, private study, review, criticism or news reporting; and f) where the instructor uses the paper copy for review, criticism or news reporting, the instructor mentions: i. the source; and ii. if given in the source, the name of the author of the work.

4.2. Electronic Copies

4.2.1. A single copy in electronic form may be made by an instructor pursuant to the Copying Guidelines, subject to the following safeguards: a) the instructor requires the copy for the instructor’s personal research, private study, review, criticism or news reporting; b) where the instructor uses the electronic copy for review, criticism or news reporting, the instructor mentions: i. the source; and ii. if given in the source, the name of the author of the work; and c) the instructor does not transmit the electronic copy to a third party, except where the transmission is pursuant to the purpose of review, criticism or news reporting.

4.2.2. A single copy in electronic form may be made by a staff member of the ACCC member institution for an instructor pursuant to the Copying Guidelines, subject to the following safeguards: CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix C

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a) the instructor advises the staff member that the instructor requires the copy for the instructor’s personal research, private study, review, criticism or news reporting; b) the instructor uses the copy for the instructor’s personal research, private study, review, criticism or news reporting; c) where the instructor uses the electronic copy for review, criticism or news reporting, the instructor mentions: i. the source; and if given in the source, the name of the author of the work. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX C – FINANCE PROCEDURES PROCEDURE C 1.13 Subject:

Tangible Asset Disposal

Approval/Amendment Date(s): May, 2016, June 25, 2017 Associated Procedure/Documents: Policy 5.22 Tangible Asset Disposal Next Review Date: Procedures: C.1.13.01 Included in Tangible Assets are buildings, vehicles, materials, furniture and equipment items surplus to one department that may be useful to another College department or may be saleable outside the College.

C.1.13.02 The Administration Department is responsible for the sale or disposal of surplus/scrap moveable College assets.

C.1.13.03 The authorization of the Department Coordinator/Manager is required on all requests for the disposal of any College Tangible Assets.

C.1.13.04 Disposal of equipment that is jointly owned/used by two or more departments requires the sign off of the head of each department involved.

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C.1.13.05

Disposal of Scrap/Surplus Tangible Assets:

Responsible Officer

Process

Coordinator/ Manager

Step 1 - Prepare an internal memorandum with the following information: • Quantity • Description (make, model, manufacturer, size, type, part number, serial number, application) • Inventory number(s), if available • Location and contact person Note: This may be done by email or FAX, provided it is clear that the Coordinator/Manager have granted approval.

Step 2- Forward the memorandum requesting the asset sale/disposal, signed by the responsible Coordinator/Manager, to the Director of Finance and Administration.

Note: Should a department wish to salvage useful components from surplus equipment; such components are to be removed before the request for asset disposal is submitted to Administration.

Administration Department

Step 3 - Administration will arrange for the transfer of any item which is useful to another department. If there is no requirement within the College, Administration will arrange for the external sale or disposal of the item. In situations where Departmental expertise can assist in the sale/disposal of assets the Administration department will solicit said expertise from the requestors department.

Step 4 - Revenue obtained from the transfer or sale of a surplus item may be credited to the department requesting the disposal, normally to the account from which the original purchase was made.

Step 5 - Costs incurred in the disposal of a scrap item, such as obsolete heavy equipment, are charged to the department requesting the disposal.

Step 6 - Surplus furniture is not initially advertised for sale, but is removed from the department for disposal or reuse at no cost. Items selected for reuse are stored in the Surplus Furniture & Equipment Warehouse until needed by a College department. This process is managed by the Facilities Department, and all communications relating to surplus furniture should be directed to this department.

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Revised: August, 2019

Responsible Officer

Process Step 7 – Periodic audit of the Surplus Furniture and Equipment Warehouse will identify items for disposal. The Disposal process occurs as follows: •

Internal Sale – Items will be posted within the College and staff notified of available items. Items will remain up for sale for one week. Items purchased by staff must be collected within one week of purchase.

•

External Sale – Items will be posted in local buy and sell venues and will remain up for sale for one week.

Donation – If items are not able to be sold, the College will endeavor to donate to a local charitable organization or nonprofit. The College may also post the items as donations to College students.

•

•

Disposal – Items that are not sold or donated will be disposed of in the appropriate waste management facility, either as recycling or waste. ***

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Revised: August, 2019

Administrative Policies and Procedures ADMINISTRATIVE POLICIES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES APPENDIX B – ACADEMIC PROCEDURES APPENDIX C – FINANCE PROCEDURES APPENDIX D – HUMAN RESOURCES PROCEDURES APPENDIX E – INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES

UPDATED: AUGUST, 2019

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES PROCEDURE D 1.01 Subject:

Professional Development Fund

Approval/Amendment Date(s): October 7, 1991, May 1, 1998, August 27, 1999, February 2, 2010 Associated Procedure/Documents: Policy 6.01 Professional Development Fund Next Review Date:

D.1.01.01 Eligibility to Apply a) General All permanent in-scope employees who have passed probation are eligible to submit an application to the Committee for Professional Development Fund sponsorship. b) Eligibility While on Layoff In order to take advantage of professional development activities, which may occur from time-to-time outside the term during which an employee is under contract, part-time permanent employees may apply to the Professional Development Fund for use of their allotment while on periods of layoff. Approval by the Committee is subject to the condition that any amount accessed while on layoff will be repayable in full to the Professional Development Fund if the employee does not return to work in an in-scope position during the fiscal year in which the training was approved or at any time during the subsequent fiscal year, or ceases to be an employee of the College prior to meeting condition i) above.

D.1.01.02 Procedure to Apply a) Employees who wish to apply for Professional Development Funds (PD funds) that requires approval of leave, whether with or without pay, must first submit their Professional Development Fund application to their Director for approval. b) If the leave is approved by the Director, the employee shall then forward the application to the Committee chairperson. Applications must be CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures â&#x20AC;&#x201C; Appendix D

Revised: August, 2019

received by the chairperson before the first day of the month in which it is to be considered. c) The Committee will attempt to deal with requests on the first Tuesday of each month. d) Upon approval, it is the responsibility of the individual to make arrangements for registration. Reimbursement for registration will follow regular reimbursement protocol.

D.1.01.03 Requirements of Application a) The onus is on the employee to provide proof of completion of the course to the Committee who shall forward it to the Director of Administration. PD funds will be awarded upon the individual’s return to employment when appropriate documentation has been received and processed by Administration. b) After attending a workshop or conference for which an employee has received an allotment of PD funds, that employee shall submit a written report on the conference to his/her Director, upon returning to work.

D.1.01.04 Administration of Policy a) Professional Development Committee The Professional Development Fund shall be administered by a Professional Development Committee (the Committee) consisting of three staff members. i) Committee members will be selected annually by their peers. ii) The Committee will select one of its members as chairperson. iii) Committee members shall maintain the confidentiality of their deliberations and all applications. iv) Records of deliberations shall be made available upon request to the President. v) Committee members shall avoid any potential conflict of interest b) Evaluation of requests i) Each request will be evaluated on its own merit considering the following criteria: (a) Attendance by the employee would be of value to the College as it relates to that employee’s position. (b) There are funds remaining in an individual’s allotment. (c) Participation or acquisition of professional materials by the employee would be of value to the College and/or to the betterment of the employee professionally as it relates to the employee’s position. ii) The Committee has the right to request additional information on any application before making a decision on the request.

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Revised: October, 2020

iii) Applications approved by the Committee requiring out-of-province travel require final approval by the applicant’s Director. iv) Employees who require access to advance funds for Professional Development Fund activities should include this requirement in their application for approval. c) Allocation of Individual Allotment i) An allocation will be made to an individual’s allotment beginning in the fiscal year in which that person becomes eligible through successful completion of the required probationary period. The allocation to an individual’s allotment for the year, in which they become eligible, will be based on the period of service to be provided during that fiscal year. ii) The College’s fiscal year begins July 1 and ends the following June 30. The annual allotment per eligible individual will be calculated by the Director of Administration on a pro rata basis. Requests for the year will be based on this allotment. The Director of Administration will ensure that staff are notified of their allocation in a timely manner. d) Disposition of Unused Individual Allotments i) All unused individual allotments, which by choice or circumstance, of the Professional Development Fund shall not accumulate past June 30 of each respective year. ii) The Director of Administration or designate shall develop a set of controls to monitor individual allotments, as well as the expiration and elimination of unused allotments from individuals PD funds on an annual basis.

D.1.01.05

Reporting, records and review

a) The Committee shall: i) Provide a monthly report to the Senior Management Committee identifying who received awards and the nature of training undertaken. ii) Maintain accurate records on budgeting and distribution of the Professional Development Fund iii) Submit a mid-year report at the end of December, and a final report at the end of June to the Director of Administration. iv) The Committee is responsible to maintain a monthly summary report in electronic form that shall be available for individuals to view. v) The Committee Chairperson is responsible for responding to all requests.

Responses should include details and the amount of money approved. b) The Director of Administration shall submit mid-year and annual reports to the President. The annual report shall detail the allocations and usage and expiry of allotments for the respective fiscal year.

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Revised: October, 2020

c) The President shall review the function of the Committee on a regular basis and may amend these procedural guidelines as deemed necessary. ***

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Revised: October, 2020

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES PROCEDURE D 1.02 Subject:

Fit-to-Work

Approval/Amendment Date(s): October 19, 2009, October 5, 2018 Associated Policy/Documents: Policy 6.02 Fit to Work, Policy 2.05 Drug and Alcohol, Policy 5.23 Accommodation, Policy 6.08 Employee and Family Assistance Program, 6.16 Employee Code of Conduct, Board Policy #5 Board Member Code of Ethics, The Saskatchewan Human Rights Code, The Local Authority Freedom of Information and Protection of Privacy Act, The Saskatchewan Employment Act, The Collective Bargaining Agreement between the Saskatchewan Government and General Employees Union and the Southern Regional Colleges of Saskatchewan.

Next Review Date: Procedures: D.1.02.01 Overview a) The term 'Fit-to-Work' means that an individual is in a state of mental, physical and emotional health to complete their assigned tasks, competently and in a manner which does not negatively affect or threaten the health or safety of themselves or others or places the College in a position of unnecessary risk. b) An individual's fit to work can be affected in a variety of ways including, but not limited to: illness, injury, alcohol, drugs and emotional or behavioural issues. c) North West College believes that early intervention in such problems can assist people to deal with situations which may otherwise place at risk their own, or othersâ&#x20AC;&#x2122; health and safety. d) These procedures provide the framework for dealing with these difficult and often sensitive issues.

D.1.02.02 Definitions Due Diligence: The level of judgment, care, prudence, determination and activity that a person would reasonably be expected to do under particular circumstances.

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Duty of Care: A legal obligation to have thought or regard for those who may be affected by one’s actions or inactions. To not put others health or safety at risk.

Employee and Family Assistance Program (EFAP): A free confidential counselling program available to employees and their immediate family.

Fit-to-Work: From this point forward, where the term employee is used, it shall also include contractors, volunteers, visitors, board members and guests. An employee’s ability to perform safely and without risk, all job functions of his/her position from the time the employee reports to work and throughout the entirety of the employee’s scheduled work shift, as determined by North West College in its sole discretion. This definition includes being free from the risk of a medical condition or illness being passed on to other staff. It also includes being free from alcohol or drugs: prescription, nonprescription, recreational or illegal, which would impair the employee’s ability to safely and without risk, perform the job functions of his/her position.

Impairment: The state of being mentally or physically diminished weakened or damaged, as a result of the consumption of alcohol or legal and illegal drugs (including prescription and non-prescription medications).

Job Demands Analysis (JDA): A document detailing the specific work requirements, tasks, physical and mental demands of each position. Job Demand Analyses (JDA) are conducted by experienced Supervisors, Managers and Directors. The JDA details the specific work requirements, tasks and demands of each position. The JDA allows a medical practitioner to measure an employee's current ability to complete the inherent core duties of a particular position. In addition, the JDA details may be used to provide assistance in the Injury Management/Return to Work process.

Job Description (JD): A document detailing the responsibilities, skills, knowledge and abilities required for each position.

Non-Work Related Injury: Damage to the body caused by external force. This may be caused by accidents, falls, hits and other causes. It is harm or damage sustained outside of the work place or not in the course of employment and not subject to Workers’ Compensation legislation.

Risk: Exposing the individual or the College to undue harm related, be not limited, to: Health and Safety, Financial, Legal, Reputational, Relationship, and Operational outcomes.

Work Related Injury or Illness Injury: Physical harm or damage arising out of or in the course of employment.

Illness: A condition that impairs the normal functioning of the body and is contracted while performing work for the College and to which the employment was a contributing factor.

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Revised: October, 2020

D.1.02.03 Responsibilities: Under the Saskatchewan Employment Act, Health and Safety Division, both the employer and employee have â&#x20AC;&#x153;duty of care" obligations. a) In implementing these procedures, the College shall: i) fulfill its duty of care to ensure, as far as reasonably practicable, the health, safety and welfare at work of all of the Collegeâ&#x20AC;&#x2122;s employees. This includes ensuring that all individuals are fit to work to minimize risk to both themselves and others whilst on College work sites or undertaking duties on behalf of the Employer. ii) provide a safe workplace and facilities for use by the employees and the public; iii) undertake its responsibilities to assess and mitigate risks; iv) ensure privacy and confidentiality in relation to personal issues; v) encourage staff to make a genuine and valued contribution within their working capacity; and vi) work to ensure that no one feels harassed, embarrassed or humiliated as the result of an inability to meet the fit to work standards required by the College. b) Managers and Supervisors are responsible to: i) take all reasonable measures to provide a safe work environment for those employees under their authority and anyone else under their control; ii) determine whether employees reporting for work are fit to work at the beginning of, and throughout the workday. iii) assess employees when they believe that an employee is not fit to work and is at risk of injuring themselves or others, or places the College at risk.

The Supervisor or Manager's actions may include, but are not limited to: (a) Immediate and appropriate action to prevent injury to the employee or others; (b) Contacting Human Resources for direction and notifying their Director; (c) Maintaining confidentiality of the situation; (d) Providing feedback to the employee regarding his/her behaviour, and inquiring with the employee as to the possible cause. c) Human Resources personnel are responsible to: i) inform employees about the policy and these associated procedures; ii) when necessary, contact the local Union and the Occupational Health and Safety Committee employee representative, who will observe the process; iii) lead the team responsible for assessing and determining fitness to work; iv) take action, in consultation with the Supervisor, to assess and determine fitness to work. v) provide the person with information in relation to Employee and Family Assistance Program; CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures â&#x20AC;&#x201C; Appendix D

Revised: October, 2020

vi) arrange Drug and Alcohol Testing when necessary and in accordance with procedures; vii) send the employee home safely and/or connecting the employee with the appropriate resources, all in consultation with the Director, or their designate. viii) place the employee on short-term sick leave, when appropriate, until a satisfactory certificate of medical clearance is available. Paid short-term sick leave is conditional upon the amount of this type of leave credits the employee has accumulated, and/or; ix) arrange for an independent medical exam, when appropriate, to be conducted for an employee assessed as not fit to work. d) Employees are responsible for: i) fulfilling their duty of care by taking reasonable care to protect their safety and the health and safety of other workers who may be affected by their acts or omissions. ii) ensuring they are fit to work and comply with established standards for conduct and safety; iii) reporting to their Supervisor if the employee believes they have become 'unfit' during any part of the workday; iv) reporting to their Supervisor if the employee believes another employee is not 'fit-to-work': v) cooperating with personnel responsible for assessing and determining fitness to work; vi) following direction from the College once the determination on fitness to work has been made. e) Employee Use of Medications i) Particular attention should be paid to the appropriate use of prescription and non-prescription medication. ii) Individuals must ensure that any prescription or non-prescription medication is taken safely. iii) This requires that individuals: (a) Discuss with the prescribing medical practitioner the nature of their duties and ascertain any possible side effects of the non-prescription or prescription medication which may impact on their safety or performance at work; (b) Notify their supervisor of any non-prescription or prescription medication they are taking which could affect their safety or performance at work; (c) Take any non-prescription or prescription medication strictly in accordance with the medical practitioner’s or manufacturer’s recommendations, and (d) Report any side effects that may impact on their safety or performance at work to their medical practitioner and their supervisor.

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Revised: October, 2020

D.1.02.04 Employee Welfare Management and employees have a joint responsibility for the well-being of all employees. Where staff are perceived to be suffering from, or self-report that they are unfit to work, the following are a range of options that could be considered: a) Confidential discussion to identify and address issues; b) Encouragement to seek medical assistance; c) Encouragement to access the Employee and Family Assistance Program; d) Temporary assignment of alternate duties and/or modification of hours of work; e) Appropriate leave of absence to seek medical or other assistance; f) Administrative leave so that the College may determine the appropriate course of action.

D.1.02.05 Assessment of Fitness to Work a) Employees are required to pro-actively address non-work related issues if these issues have the potential to impact on their ability to safely perform the inherent duties of their position. Should an employee’s ability to perform their duties come into question, the College reserves the right to review their fitness to work through one or a combination of the following means: i) Sourcing additional information from their treating physician; ii) Arranging an independent medical examination paid for by the College, or; iii) Arranging a workplace fitness assessment. The primary method for assessing an individual’s fitness to work is through face-to-face discussion between Managers/Supervisors and individuals at the start and during the work period. Where appropriate, alcohol and drug testing may be used; iv) Depending on the circumstances, and the perceived risk of injury to the employee or others, the College reserves the right to send employees home on sick leave until satisfactory evidence of fitness is supplied. b) The reasons for an employee's fitness to work to come into question are many and varied and may include but are not limited to: i) inability to perform inherent duties of position (self or Supervisor identified); ii) non-work related injury / disease; iii) recurring/excessive sick leave absences, or; iv) where fitness to work issues emerge in relation to an injury sustained in the workplace they will be dealt with in accordance with Workers’ Compensation legislation.

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Revised: October, 2020

D.1.02.06 Injury or Illness Workplace Fitness Assessments These assessments are a comprehensive review conducted by a medical professional and entails an in-depth and comprehensive evaluation of an employeeâ&#x20AC;&#x2122;s ability to work.

The assessment identifies the employeeâ&#x20AC;&#x2122;s functional tolerances which can then be matched to the relevant position(s) Job Demands Analysis and Position Description to ensure the full range of duties can be safely performed. These assessments are designed to provide objective information to assist in determining whether an individual can safely perform the full range of duties associated with the position for which they are employed. Where the assessment results confirm that the employee is unable to safely perform the full range of their duties the range of options to be considered includes but is not limited to: a) Temporary suitable duties; b) Job aids; c) Modified task completion guidelines; d) Referral to Employee and Family Assistance Program; e) Leave of absence.

The solution implemented will be largely dependent on factors relating to operational feasibility and safety.

D.1.02.07 Drug and Alcohol The use of drugs and/or alcohol may affect an employee's ability to work safely through the loss of motor control, coordination, judgement, alertness and concentration which may lead to increased risk of injury to themselves or others or may pose other risks to the College. As a consequence, if there is a suspicion that an employee is impaired and/or under the influence of drugs whether legal, illegal, prescribed or non-prescribed and/or alcohol, the College will undertake one or more of the following actions: a) The Supervisor will determine if an assessment of impairment is warranted; b) The Supervisor and Human Resources personnel will assess the employee using a checklist document - the checklist is attached as Attachment A. In rare circumstances, a staff observer will be assigned to conduct the assessment without Human Resources on site; c) Human Resources personnel will contact a local Union Representative where warranted. d) An Occupation Health and Safety employee representative, in a post-accident or incident situation, will be contacted to observe the assessment; e) The Supervisor, in consultation with Human Resources Personnel will determine if drug and/or alcohol testing is warranted by using the checklist attached as Appendix A; f) Either the Supervisor or Human Resources personnel will escort the employee to the nearest drug and alcohol testing facility or; g) If the employee refuses to be tested, they will be deemed impaired and the Supervisor will send the employee home utilizing safe transportation; CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures â&#x20AC;&#x201C; Appendix D

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h) The Supervisor and Human Resources will conduct a full review of the circumstances surrounding the time that the employee was assessed as being impaired; i) The College will issue discipline up to and including termination of employment based on the results of the review; j) Human Resources personnel with advise the employee to seek professional assistance where it is warranted; k) The Supervisor and Human Resources personnel will work with the employee and the Union on a Return To Work program where it is warranted, and so that the employee may be re-integrated into the workforce; D.1.02.08 Non-Work Related Injuries and Illnesses a) Where an injury or condition has the potential to be exacerbated by the persons work duties, or the injury or condition could affect their ability to safely perform their duties or be a potential risk to others, a medical clearance to return to work must be provided. b) Where the employee has been absent from work due to surgery or other procedure, a medical clearance to return to work must be provided. c) Where the employee has been absent due to an illness for two weeks or more, including an infectious condition, a medical clearance to return to work must be provided. d) In all cases, Human Resources personnel will provide the employee with documentation including a Job Demands Analysis, a Job Description and Return to Work forms for the attending medical practitioner to review and complete prior to the employee returning to their position with the College.

D.1.02.09 Influenza An employee’s fitness to work is determined by his or her responses to the influenzalike infection assessment form (ILI), as shown in Attachment B. Responsibility The Director of Finance and Administration is responsible for managing the overall administration of this procedure, including overseeing the absences of employees who are ill with pandemic influenza or who have been in close contact with ill employees, and managing their return to work.

Each employee is responsible for reporting when they believe they are exhibiting the symptoms of pandemic influenza to their Director or his or her designate. a) If the employee reports their illness by phone: i) The employee’s Director, or their designate, will contact the employee by phone and ask if they are exhibiting any of the symptoms listed on the questionnaire.

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Revised: October, 2020

ii) If the employee’s symptoms do not correspond with those on the questionnaire, the Director, or their designate, will advise the employee to keep in contact and to seek medical advice if they want additional information or if their symptoms become more severe. iii) If some or all of the employee’s symptoms correspond with those on the questionnaire, the Director will: (a) Inform them that they should stay home until the symptoms abate (b) Provide details for the employee to access additional information about their symptoms e.g. the telephone number and web address for the Saskatchewan Health Information Line: 1-877-800-0002 and http://www.health.gov.sk.ca/healthline-online (c) Complete a brief report noting the employee’s symptoms and any staff and/or visitors they have been in contact with (d) Arrange for the employee's work station to be cleaned b) If an employee exhibits symptoms while on the job i) The employee, or someone who observes that the employee is exhibiting symptoms of influenza at work, should contact their Director or his/her designate. ii) The employee will immediately be provided with an approved surgical mask and should put it on. iii) The Director or their designate administers the questionnaire: InfluenzaLike Infection Assessment Form. The employee’s status will be determined by their responses to the questionnaire. iv) If the responses to the questionnaire result in an affirmative assessment of pandemic influenza, the Director, or their designate will: (a) Inform them that they should stay home until the symptoms abate and the employee feels well enough to participate in all activities. (b) Provide details for the employee to access additional information about their symptoms e.g. the telephone number and web address for the Saskatchewan Health Information Line: 1-877-800-0002 and http://www.health.gov.sk.ca/healthline-online (c) Complete a brief report noting the employee’s symptoms and any staff and/or visitors they have been in contact with (d) Advise the employee to immediately leave work. (e) Advise all contacts of the employee within the College that they may have been infected. (f) Inform the employee's Supervisor that the employee has left work. (g) Arrange for the employee's work station to be cleaned. v) If the employee’s responses to the questionnaire result in a negative assessment for pandemic influenza, the Director, or their designate will: (a) Inform the employee of their obligation to use preventative measures while at work – discard tissues in the garbage immediately after use, use their arm/sleeve to cover their cough or sneeze when a tissue is not at hand, and to frequently wash or sanitize their hands.

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Revised: October, 2020

(b) Advise the employee of the Collegeâ&#x20AC;&#x2122;s responsibility to maintain a healthy and safe workplace and that the employee is to go home if the employee is exhibiting influenza-like symptoms that do not correspond with pandemic influenza.

D.1.02.10 Attachment(s): a) Attachment A: Reasonable Suspicion of Drug or Alcohol Impairment Checklist b) Attachment B: Influenza-like Infection Assessment Form

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Revised: October, 2020

Attachment A

REASONABLE SUSPICION OF DRUG OR ALCOHOL IMPAIRMENT CHECKLIST -CONFIDENTIALPursuant to the North West College policy on Fit to Work, this checklist is to be used to document an instance in which a Supervisor or an employee and Human Resources Personnel reasonably suspect that an employee is impaired by alcohol or drugs while on the job.

The following checklist should be completed by a Manager or Supervisor and Human Resources personnel when a person suspects drug or alcohol use based on the physical appearance and behavior of the employee. However, in some circumstances an employee working in a rural location where no Supervisor is available will complete the checklist.

PART 1: EMPLOYEE AND OBSERVER INFORMATION Employee Name: Employee Job Title: Observation Date: Observation Time (indicate a.m. or p.m.): Location: Observer Name: Observer Job Title: Union Representative (if in-scope employee) O.H. & S. Representative (if post-accident) Contact a Union Representative to be present during the interview with the employee suspected of impairment. If necessary, the Union Representative may be on the phone during the interview. Contact Human Resources at 306-937-5109 or 306-937-5110 and they will locate a Union Representative for the interview. If the checklist is being completed after a workplace accident, contact the Occupational Health and Safety employee representative to observe as well.

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Attachment A (Continued) PART 2: OBSERVATIONS Recognizing the time sensitive nature of these assessments, this form must be completed at the time that a reasonable suspicion of impairment arises. The form shall be submitted to the Director, or their designate along with the results of the testing if necessary.

A. Assess the situation.

If

Then

Employee appears violent, verbally abusive, or otherwise threatening Employee appears to be having a medical emergency or requests immediate medical assistance Neither of the above; employee appears to be impaired by drugs or alcohol.

You need assistance with this process

Other

Make reasonable efforts to protect yourself and others. Avoid Call 911 physical confrontation.

Supervisor/employee should have someone stay with the Call 911 employee until medical personnel arrive.

Read this checklist and the attached Procedures (Section 7) Follow to familiarize yourself. Fill out procedures associated checklist in Section B of this Appendix.

Call Human Human Resources personnel can Resources assist you.

937-5109 937-5110

B. Go through each of the following steps with the employee. See suggested dialogue in italics: Step

Action

1

If possible, obtain another responsible individual to serve as an observer (i.e., a supervisor, Human Resources personnel or other person in a position of authority;) If no suitable observer is available, continue to step 2.

2

Approach the employee and ask him or her to meet with you in a private area where a confidential conversation may occur.

3

Introduction: " I have observed behaviors that lead me to believe you may be impaired in some way.” We are going to review the situation together.

“Are you under the influence of drugs (illegal, legal, prescribed or nonprescribed, which may cause impairment) or alcohol at this time?” Document the employee’s answer:

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4

Ask employee, "Do you need immediate medical assistance?" Circle: Yes No If yes, call 911 as noted above.

If no, or no answer: supervisor may independently determine whether medical assistance is needed and call 911 if necessary.

Supervisor/Employee/Human Resources Personnel to complete: document all observations These are the behaviors I have observed that cause me to suspect that you are impaired: Observed using alcohol or drugs

5

Smells of Alcohol Admitted using alcohol or drugs Dilated/Constricted Pupils Red, glassy eyes Incoherent Speech Unable to balance/holding on Swaying Fumbling/dropping items Other (describe, and be specific):

Observed with drug paraphernalia Odor of marijuana Is lethargic Eyes are Bloodshot Unable to focus Slurred speech Lack of coordination Weaving or stumbling Fighting/hostile

Note: observations must be specific, multiple, and descriptive to support a finding of impairment. A single observation noted above is insufficient unless employee admits to being impaired or was directly observed by the supervisor using drugs or alcohol at, or prior to, work. If employee does not appear to be impaired at this time, he or she should return to work.

“If you are using prescription or non-prescription medication that you know will cause impairment, please inform us now. If the employee confirms the use of prescribed medication, inform the employee that he/she will be required to present to Human Resources who will discuss the employee’s ability to safely perform work for the College.

6

Disputing Impairment: “Because your impairment appears to be due to alcohol or drugs, you may dispute my observations by undergoing drug and alcohol testing, at the College’s expense. If you decline to be tested, it will be presumed that you are impaired. A finding of impairment subjects you to corrective or disciplinary action. Specimen collection will be arranged on-site

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or at a location designated by the College.”

For collection, call the nearest testing facility to your location: Battlefords and area - CANMAR Occupational Testing at 1-306-445-5700 or after hours (5:00 p.m. to 9:00 a.m.) at 306-480-1261.

Prince Albert and area – SureHire Occupational Testing at 1-866-944-4473, 114-2805 6th Avenue East, Prince Albert, SK Saskatoon and area – SureHire Occupational Testing at 1-866-944-4473, #20-304 Stonebridge Boulevard, Saskatoon, SK [If necessary,] I will transport you to the designated testing facility. You MUST be tested within the next 2 hours or the test will be invalid. A technician will review the test results and determine whether the test is positive or negative.

The specimen will be split into two samples and one will be held by the collection facility in case you want to have it tested elsewhere.”

7

8

9

You must not consume any food or beverage or take any drugs before being tested.

You must not drive.” If the employee is transported by ambulance: “If you are tested for drugs or illegal/legal substances in the emergency room, the ER will designate the lab to do the testing.”

Transportation: [If not being tested] I want to make sure you have safe transportation home or to a medical facility. Is there a relative or friend that you can call to give you a ride? If not, would you like me to call you a taxi?

Please be advised that if you attempt to drive or otherwise leave in an unsafe manner, I will have to call the police.”

Return to work: “I am placing you on Leave Without Pay for the rest of the work shift. If you choose to go to a drug and alcohol testing facility, you will be on Administrative Leave with Pay until the testing is completed. You are expected to return to work at the beginning of your next scheduled workday if you are not then impaired. If you are unable to return as scheduled, it is your responsibility to contact me (or your Supervisor). We will need to meet privately upon your return to work so that I can determine if you are fit to return to work."

Closing: "Also be aware that you can utilize the Employee and Family Assistance Program for confidential counseling or referral, if you desire, and I encourage you to do so."

Before you leave today, we will be signing this document outlining what we have discussed and I will be providing you with a copy.” (If employee declines to sign, the supervisor should note this below).

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Revised: October, 2020

Any employee reasonably suspected of being impaired by alcohol or drugs at work must be temporarily relieved of duties until it is determined by the College that he or she may safely return to work. Drug and alcohol testing is at the option of the employee. If the employee declines to be tested, the findings of the supervisor and/or Human Resources based on the observed behaviors will stand as the determination.

List names of all witnesses to the employee’s conduct

Appendix A (Continued) OTHER OBSERVATIONS ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ PART 3: EMPLOYEE’S RESPONSE (Document below the employee’s explanation or reasons for his/her conduct) ______________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________

PART 4: ELECTION TO BE TESTED FOR DRUGS AND/OR ALCOHOL ☐ Employee elected to be tested (Note: A supervisor, human resources personnel or responsible individual must remain with the employee, including accompanying the employee to the test site if applicable, until the test is completed. ☐ On-site collection

☐ Went to designated facility

Accompanied by (name/title): ________________________________________________________________ ☐ Employee elected NOT to be tested ☐ Employee arranged for safe transportation away from work (describe):

☐ Employee refused assistance with transportation and left on his/her own.

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Attachment A (Continued) Time left: Manner of leaving (e.g. taxi, picked up by friend/relative) If driving call 911:

Additional Information or Comments:

Part 5: SIGNATURES I, the undersigned Employee, state that (initial one): ____ I agree that I am impaired by drugs or alcohol at this time and I decline to be tested. ____ I deny that I am impaired by drugs or alcohol at this time and I decline to be tested. ____ I deny that I am impaired by drugs or alcohol at this time and I choose to be tested. I will follow the instructions given to me for testing.

Employee Signature: Time:

Date:

Employee Name (print) Supervisor Signature: Time:

Date:

Supervisor Name (print) If employee was unable or unwilling to sign, note here: Observer Signature: Time:

Date:

Observer Name (print)

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Attachment B: Influenza-like Infection Assessment Form Have you experienced the following?

Sudden onset of respiratory illness (e.g., shortness of breath or difficulty breathing, coughing up bloody sputum, wheezing),



AND  Fever greater than 38 degrees Celsius, AND

       

Any of the following:

Sore throat Aching joints Muscle aches or weakness Extreme drowsiness or fatigue Feeling disoriented and confused Extreme pain in the ear Headache Nausea

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES

PROCEDURE D 1.03 Subject:

Supervision, Evaluation and Development of Professional Staff

Approval/Amendment Date(s): August 14, 1995 Associated Procedure/Documents: Policy 6.03 Supervision, Evaluation and Development of Professional Staff Next Review Date: Procedures: D.1.03.01 Guiding Principles: a) Supervision is a continuous two-way process that involves activities of direction, support, and assessment. b) Development refers to the process and activities that facilitate the personal and professional growth of the individual, the group, and/or the organization as a whole. c) Evaluation is the formal element of supervision that constitutes the collection and use of information for the purpose of decision making. d) The primary goal of evaluation is to improve performance, and should be primarily formative as opposed to summative in nature. e) Any supervision program should reflect the values and beliefs of the organization and be designed to facilitate objectives set out by the policy.

D.1.03.02 Procedures for Supervision and Professional Development a) Supervision and development are ongoing processes that should make up the major portion of any supervision plan.

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b) The basis for supervisory practice will be development as prescribed by Carl Glickman (1990) in Developmental Supervision: Alternative Practices for Helping Teachers Improve Instruction, 2nd edition. c) The Director or designate, in consultation with the instructor will develop and maintain an ongoing supervision and professional development plan. d) Instructors will be supervised through monitoring, reports, goal setting and planning, conferences, and observation. e) The instructor will, through journal writing, goal setting, planned activities, or any other preferred means, develop and maintain an ongoing self-directed supervision and professional development plan. f) The instructor will, through mutually agreed upon means, develop and maintain a collegial supervision and peer development plan.

D.1.03.03 Procedures for Evaluation a) Assessment is an ongoing function of supervision. Evaluation is the formal element of this process and documentation of the process will occur once a year. b) The basis for evaluation, developed through a consultative process, shall include: i) Performance Criteria as outlined in Attachment A of this procedure; and ii) Established Goals and Objectives. c) The means by which information will be collected shall be as follows: i) Information shall be collected from students; the Director or designate, and instructors share responsibility for determining objectives, methodology, (interviews, ratings, etc.) and the development of any instrument(s) used. ii) Information collected by the Director or designate, through reports, interviews, and/or observation. The Director or designate, in consultation with the instructor will be responsible for the development of instruments used. d) The means may include, as mutually agreed to by the parties involved: i) Peer Review: Instructors involved shall be responsible for the methodology and development of the instrument(s) used. ii) Self-Assessment: The instructor is responsible for the development of instrument(s) used. iii) Portfolios

D.1.03.04

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For each academic year, the initial conference shall be held in the fall and the final conference before the end of March. For new staff members the initial conference will be part of induction.

D.1.03.05 The Director or designate, and the instructor shall share in the responsibility of documenting results of the evaluation. A copy of the final document shall be provided to the instructor and the original shall be placed in the instructor's personnel file.

D.1.03.06 In the event of controversy, dispute resolution should be attempted by the parties involved.

Any unresolved disputes will be forwarded to the President of the College.

D.1.03.07 Attachment(s): a) Attachment A: Performance Criteria with Descriptors ***

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Attachment A Performance Criteria with Descriptors I.

Instructional process (performance area)

The Teacher: A. Demonstrates evidence of lesson and unit planning and preparation: - designs lessons in a clear, logical, and appropriately structured format that meets curriculum goals and student needs; - incorporates content from previous learning into lesson plans to build on students' learning experiences and ensure continuity and sequencing of learning; - prepares lessons, designed to challenge and stimulate, that conform to the philosophies of adult education; - utilizes student files and seeks to understand student needs, abilities, and interests to develop educational experiences; - demonstrates evidence of short- and long-range planning; and - ensures that required equipment and materials are readily available.

B.

Demonstrates knowledge of curriculum and subject matter: - follows prescribed curriculum; - displays competent knowledge of the subject matter necessary to implement curricular goals and objectives in the classroom; and - supplements curriculum to meet specific program needs.

C.

Uses effective teaching techniques, strategies, and skills: - uses instructional time effectively; - uses a variety of teaching techniques appropriate to student needs and subject matter (e.g., lecturing, modeling, questioning, experimentation, roleplaying); - ensures subject matter presented is appropriate for students' abilities and reflects good adult education practice; - presents content accurately, gives clear, concise, reasonable directions to students; - stimulates thinking through a variety of questioning levels and techniques; - provides opportunities to learn through exploration and investigation; - structures monitoring of student understanding during the learning process; - ensures there are a variety of activities requiring application of skills and concepts taught; - summarizes units and lessons effectively; - promotes good study skills; and - demonstrates ability to communicate effectively during the lesson using appropriate verbal, nonverbal, and written skills (e.g., vocabulary, grammar, voice, facial expressions, gestures, movement about room, spelling, handwriting).

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D.

Evaluates student progress effectively: - constructs tools and uses evaluation techniques that are consistent with adult educational practices and College philosophy; - use evaluation techniques appropriate to curricular; - provides opportunity for student input into evaluation procedures where appropriate; and - provides evaluative feedback in a timely manner using a variety of techniques for communicating progress (e.g., immediate feedback, written and verbal comments, grades, scores, individual and group conferences).

E.

Provides for individual differences: - facilitates individual student learner needs; - uses levels of questions appropriate to student needs; - provides activities and/or solicits help for remediation and enrichment activities; - provides alternative learning experiences for students whose evaluation results indicate the need for re-teaching; and - understands and applies adult learning principles.

F.

Demonstrates ability to motivate students: - communicates challenging expectations to students; - provides students with opportunities to succeed; - stimulates and encourages creative, critical thinking, and problem-solving skills; - gives constructive feedback frequently and promptly; - uses activities that promote student involvement; - uses activities that stimulate learning about relevant situations inside and outside the school; - responds positively to student requests for assistance; - helps students develop positive self-concepts; - encourages and involves students who show little or no interest; - selects and uses appropriate reinforces to promote learning; and - demonstrates enthusiasm.

G.

Maintains a classroom climate conducive to learning: - provides a climate conducive to the learning needs of adults; - organizes classroom space to match instructional plans and student needs; - handles disruptive elements and clearly communicates College expectations of student behavior; and - establishes a climate of mutual respect and mutuality of purpose.

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II.

Interpersonal relationships

The Teacher: A. Demonstrates positive interpersonal relationships with students: - demonstrates respect, understanding, and acceptance of each student as an individual, regardless of sex, race, ethnic origin, cultural or socioeconomic background, religion, or handicapping condition; - interacts with students in a mutually respectful, empathetic, just manner; - respects the individual's right to hold differing views; - communicates effectively in oral and written form (e.g., grammar, syntax, vocabulary, spelling); - uses effective listening skills; - encourages studentsâ&#x20AC;&#x2122; growth and development; - recognizes that students' emotional well-being affects their learning potential and takes action when appropriate; - gives time willingly to provide for a student's academic and personal needs; - assists students in dealing with success and failure; - gives praise and constructive criticism; - makes an effort to know each student as an individual; - shows sensitivity to physical development and special health needs of students; and - uses and appreciates humor in proper perspectives.

B.

Demonstrates positive interpersonal relationships with all educational stakeholders (staff, partners, clients): - demonstrates respect, understanding, and acceptance of each member as an individual, regardless of sex, race, ethnic origin, cultural or socioeconomic background, religion, or handicapping condition; - interacts with other staff in a mutually respectful, empathetic, just manner; - respects an individual's right to hold differing views; - communicates effectively orally and in writing (e.g., grammar, syntax, vocabulary, spelling); - uses effective listening skills; - provides positive encouragement to other stakeholders; - works cooperatively with colleagues in planning and implementing educational activities; - shares ideas, materials, and methods; - works effectively with support and ancillary staff; and - promotes a positive image of the College within the community.

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III.

Professional responsibilities

The Teacher: A. Follows policies, regulations, and procedures of the College and those of College partners: - demonstrates awareness of policies, regulations, and procedures; - works cooperatively with other educators to implement policies, regulations, procedures, and goals; - selects appropriate channels and procedures for resolving concerns and problems; - complies with College policy on attendance and punctuality; - completes duties promptly and accurately; - maintains and provides accurate records or data; - provides documented direction and materials for substitutes in case of absence; - demonstrates effective organizational skills in managing professional responsibilities; - handles confidential information ethically and with discretion; - keeps personal interests and problems separate from professional responsibilities and duties; and - recognizes and deals effectively with crisis issues (e.g., substance abuse, child abuse, suicidal behavior, mood changes).

B.

Assumes responsibilities outside the classroom: - performs non-instructional responsibilities as assigned; - volunteers for an appropriate share of non-instructional responsibilities; - exercises responsibility for student management on school property and during school activities; and - participates in College projects, programs, and activities as needed.

C.

Demonstrates a commitment to professional growth:* - participates actively in the supervisory/evaluative process to effect ongoing professional growth; - maintains current knowledge in teaching/learning theory and practice; - participates in professional organizations and activities as available; - participates in College and district in-service activities as appropriate; - exhibits personal self-control; and - gives serious consideration and appropriate action to client comments and criticism.

* The teacher is responsible for providing the supervisor with a listing of pertinent information for the current evaluation cycle. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES PROCEDURE D 1.04 Subject:

Performance Appraisals

Approval/Amendment Date(s): August 23, 2006 Associated Procedure/Documents: Policy 6.06 Performance Appraisals Next Review Date: D.1.01.01 Evaluations are to be conducted as follows: A. Probationary - mid probation - end probation (includes term and permanent) B. Permanent

- ongoing; on the first of the month nearest to date of hiring

C. Term

- end of each project/term - annually

D.1.04.02 The Director of Administration will maintain a master listing of all employees, the date of their last review and the scheduled date for the next review.

In the month preceding the review, a notice will be circulated to the appropriate director of the President identifying the employees for whom evaluations are to be conducted in the next period.

D.1.04.03 The completion of the evaluations will be the responsibility of the immediate supervisor under the direction of the appropriate director. While no standard forms are used, evaluations are to be performed using the evaluation format available through the office of the Director of Administration. It is recommended that the evaluator seek input from others within the College who may provide valuable comments for consideration in the evaluation of employees.

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D.1.04.04 End of probation evaluations - the evaluation should reflect the recommendation of the director in regards to the status of probation.

D.1.04.05 For permanent employees annual evaluations should be conducted identifying level of performance, areas for improvements and recommended training.

D.1.04.06 For term employees evaluations should be conducted at the end of an employee’s term or project and should be accompanied by a recommendation stating the suitability of the individual for further employment at the College.

D.1.04.07 The immediate supervisor will discuss the evaluation with the employee and the employee will be requested to provide their comments on the evaluation.

D.1.04.08 All evaluations must be submitted to the President for his review before being put on the employee’s personnel file. End of probation evaluations must be submitted to the President no later than two weeks plus a day prior to the expiration of the probationary period.

D.1.04.09 The employee will be provided with one copy of the evaluation and the original will be placed on the employee’s personnel file. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES PROCEDURE D 1.05 Subject:

Staffing Report

Approval/Amendment Date(s): December 6, 1993, August 31, 1999 Associated Procedure/Documents: Policy 6.07 Staffing Report Next Review Date: D.1.05.01 Process a) Indicate if the competition was open to internal applicants only, or if a simultaneous internal/external competition; or if an open competition. b) In situations where the process deviates from that provided in the collective agreement (i.e. shortening posting period, simultaneous internal/external advertising) attach supporting documentation identifying agreement to waive the specific clause and the union official's name. c) Identify the manner in which position was advertised (i.e. posting notices, newspapers, etc.), details on external advertising (i.e. papers advertised in, dates advertisement was included). A copy of the posting notice and external advertisement should be included with the staffing report.

D.1.05.02 Response to Competition a) Number and names of all internal applicants; b) Number of external applicants.

D.1.05.03 Evaluation of Applicants a) b) c) d)

Document who participated in the review of the applications; Outline the criteria in selecting candidates for interview; Identify candidates chosen for interview; Outline the manner in which interviews were conducted and who participated in the process. Identify the union observer. A copy of the interview guide should be included. e) Document the questions asked of references and the responses from each of the specific references. Basic information requested of references should include: CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures â&#x20AC;&#x201C; Appendix D

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i) ii) iii) iv)

Name and position of reference Relationship of reference to employee (i.e. supervisor) How long the employee worked for them In what capacity the employee worked for them (i.e. position, general duties) v) Attendance profile (punctuality, sick leave) vi) Work habits (reliability, ambition, ingenuity, creativity) vii) Interpersonal skills (rapport with other staff, supervisors, public) D.1.05.04 Staffing Information Sheet (attached - revised August 31, 1999) a) Candidate profile b) Position information The information provided in this section is necessary for personnel and payroll records.

Blank forms are available from personnel (also located in the form boxes).

D.1.05.05 Attachment(s) a) Staffing Information Sheet b) Request for Posting Notice ***

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STAFFING INFORMATION SHEET (This information must be submitted to Personnel with the staffing report) Competition No.: ______

Position Title: ________________________________

CANDIDATE PROFILE NAME

_________________________________PHONE NO._______________________

ADDRESS: Same

as on attached resume or: __________________________________ __________________________________

SIN:

____________________

POSITION INFORMATION: TERM OF POSITION:

As per posting notice ____ or START DATE: ________________________

END DATE:

__________________

STATUS OF POSITION:

FULL TIME ____ TERM PART TIME - DETAIL: __________________ CASUAL ____________________________________ NO. OF HOURS/WEEK _________ NO. OF HOURS/CONTRACT __________ NO. OF CONTRACT DAYS ________ FTE ______ PERMANENT

SALARY RANGE:

__________________

STEP:

INSTRUCTORS: NUMBER OF:

FULL DAYS/M O

HALF DAYS/M O

HOURS /MONTH

_______

NUMBER OF:

JANUARY

JULY

FEBRUARY

AUGUST

MARCH

SEPTEMBER

APRIL

OCTOBER

MAY

NOVEMBER

JUNE

DECEMBER

FULL DAYS/M O

HALF DAYS/M O

HOURS /MONTH

OTHER INFORMATION: ______________________________________________________________________ _____________________________________________________________________ PREPARED BY:____________________________DATE:_______________________

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REQUEST FOR POSTING NOTICE 

New position (appropriate approval documentation attached)



Existing position

Position Classification Location Term  Full-time

 Part-time # of days _____

 Term  Permanent

Duties

Qualifications

Initiated by Approved by

Coordinator

Date

Director

Date

Director of Administration

Date

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES PROCEDURE D 1.06 Subject:

Employee and Family Assistance Program

Approval/Amendment Date(s): February 9, 1999, September 28, 1999, September 5, 2006, August 18, 2009, February 2, 2016, April 28, 2020 Associated Procedure/Documents: Policy 6.08 Employee and Family Assistance Program Next Review Date: D.1.06.01 Service Provider: North West College employees and their families may access professional services through the third-party provider supplied by the College.

D.1.06.02 Program: a) Eligibility i) Upon hiring, all in-scope employees and management scheduled to work a minimum of 15 hours per week on average, are eligible to access the program. The employee’s immediate family members are also eligible to access the program. ii) Immediate family members are defined as: - an employee’s legal partner - an employee’s children who are dependent including: (a) minor children or stepchildren (b) adult children to 25 years of age whose major occupation is that of a student (c) adult dependents with disabilities b) Confidentiality i) Confidentiality and respect for individual and family privacy is a cornerstone of the EFAP. ii) The decision to participate in the program must always be voluntary. iii) No release of information (either written or verbal) is provided to anyone from the service provider without the participant’s written permission.

Exceptions are made when the participant is in danger of hurting CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix D

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him/herself or others, or if required by law, or when a child is in need of protection. c) Access i) Participants using services through the third-party provider access services voluntarily and of their own volition. ii) A supervisor may make suggestions when an employee chooses to share a personal concern and work difficulties appear to be related to personal problems. However, the decision to access the EFAP always remains with the participant. iii) Human Resources personnel will inform new eligible participants as soon as their access to the program becomes active.

D.1.06.03 Responsibilities: a) Employee i) The decision to accept involvement in the EFAP is the personal responsibility of the participant. Employees participating in the EFAP will be expected to maintain existing job performance standards and established work rules. ii) Charges for missed scheduled appointments will be the responsibility of the participant. b) Employer i) The employer will support an employee’s decision to access the EFAP by guaranteeing appropriate leave, consistent with the sick leave article of the Collective Bargaining Agreement (in-scope) or the Personnel Policies for Out-of-Scope Management Staff (out-of-scope). ii) The employer agrees to cover all costs as per the agreement with the third-party provider. iii) Travel time and travel costs will not be covered by the EFAP. c) Human Resources i) The Human Resources Manager will act as a liaison between the third party provider and the College for administration purposes.

D.1.06.04 Service Provided: The service provider’s responsibilities are to: i) Fulfill the terms of the service agreement by providing excellent, confidential, and easily accessible information, counseling, and referral services to participants for help with problems that may be affecting their personal life or job performance by providing counselling services in the following categories: (a) Career; (b) Child Care; (c) Mental Health; CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix D

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(d) (e) (f) (g) (h)

Elder Care; Financial Support Services; Health Coaching; Legal Support Services; Smoking Cessation.

Legal and financial consultations are 30 minutes in length whereas the other professional services are 45 minutes on average per consultation. ii) The service provider will offer a flexible, short-term, solution focused counselling model geared towards a participant’s specific and individual needs. The short-term model, while flexible, is not unlimited. While the majority of participants who call the EFAP provider’s toll free number will seek help that the service provider can deliver successfully through a short-term program, there are times when counselling needs may be ongoing or long-term. In these circumstances, counsellors will make treatment recommendations outside of the EFAP, and will work with the participant to identify this support in their community. iii) Services provided outside of the third-party provider may be eligible for reimbursement through Saskatchewan Blue Cross and/or through the provincial Health Authority.

D.1.06.05 Employee & Family Assistance Program Committee: a) Composition The Committee is composed of two representatives from the union and two representatives from management. Management representatives are the Director of Finance and Administration and the Executive Secretary. b) Purpose The Committee shall assist in the preparation and presentation of training and education for all eligible employees to ensure familiarity with the program. The Committee shall be given reasonable and sufficient time with no loss of pay to perform program duties.

D.1.06.06 Committee Mandate: a) The Committee shall: i) on a regular basis, request feedback from all employees, and formally evaluate the program by reviewing feedback and prepare a summary of the feedback to the Union Chairperson and the Director of Finance and Administration; ii) approve the draft amendments and updates to the policy and procedures to meet the on-going needs of the program; CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix D

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iii) propose to the Director of Finance and Administration, related educational sessions for staff; iv) recommend policy changes to North West Collegeâ&#x20AC;&#x2122;s Executive Management Committee. b) Neither the Human Resources personnel nor the Committee will have any knowledge of, or access to private individual participant information. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES PROCEDURE D 1.07 Subject:

Pressing Necessity and Bereavement Leave

Approval/Amendment Date(s): February 5, 2002 Associated Procedure/Documents: Policy 6.09 Pressing Necessity and Bereavement Leave Next Review Date: D.1.07.01 Administrative Process a) It is expected that the College will be notified of the situation as soon as possible. Employees will be required to complete the necessary documentation upon return to work. b) All declarations of leave for pressing necessity and bereavement must be submitted on the appropriate form specifying the type, length, and timing of the leave. c) It is the employee’s responsibility to identify the circumstances supporting the leave by self declaring the type of leave requested on the applicable form. d) The declaration must be signed and attached to the employee’s time sheet for the period of time in which the leave was taken.

D.1.07.02 Pressing Necessity Pressing Necessity is commonly considered to be instances that are unforeseen, unusual, or emergency in nature usually involving the health or safety of the employee or their immediate family. Common situations where leave for pressing necessity could be applicable are: a) in the case of the birth of a child, pressing necessity leave could be accessed by the father b) in the case of an adoption of a child, pressing necessity leave could be accessed by either parent on the day the child is brought home c) in any situation where a member of the employee’s immediate family is gravely ill and it is requested that the family be present d) in a situation where a member of an employee’s immediate family requires transportation for a medical procedure CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix D

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e) in a situation where a member of an employee’s immediate family is taken ill, pressing necessity leave may be accessed to allow the employee time to make alternate care arrangements.

Common situations where leave where pressing necessity would not likely be applicable are: a) for legal or court appearances except subpoenas b) celebratory occasions c) mechanical breakdown of vehicle while getting to work d) inability to return to work from vacation because of travel difficulties D.1.07.03 Bereavement Leave Where there is a death in the employee’s immediate or extended family, the employee may access leave as deemed appropriate. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES PROCEDURE D 1.08 Subject:

Educational Support Program

Approval/Amendment Date(s): January 19, 2010 Associated Procedure/Documents: Policy 6.11 Educational Support Program Next Review Date: D.1.08.01 Procedures to Apply a) The employee will submit an application to the President & CEO of the College who will present the application to the Executive Management Committee (EMC) for review and decision. b) Employees who wish to apply for the Educational Support Program (ESP) for education/training that takes place in more than one fiscal year will specify this requirement in their proposal, clearly referencing the entire term of education/training, broken down by year, cost, and time commitment.

The EMC has the right to request further information on any application before making a decision on the request.

D.1.08.02 Requirements of the Application ESP applications will be accepted at any time during the year. However, applicants are encouraged to submit applications as early as possible as the limitation in resources further into the fiscal year may impact the decisions made.

Priority will be given to applications that involve critical areas identified as current or future needs of the College, or support the College’s commitment to develop a representative workforce across the College’s entire employee base. a) Contents of Application ESP applications shall include the following information, along with any other information the applicant deems appropriate. i) Employee Demographic Information – name, address, phone number, social insurance number.

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ii) Educational Support Information – type of education/training pursued, credential sought, duration, including start and end dates, purpose of education/training activity, name and location of educational facility and reason for selection, number of courses required to complete course of study, any prior ESP disbursement(s) (dates, courses, and total amount). iii) Expected Benefits to the College – the onus is on the employee to clearly explain how the program of study will benefit the College. In doing so the applicant should ensure they articulate how the certification prepares the employee to satisfy current or future needs of the College or supports the College’s commitment to development of a representative workforce. The employee should provide as much detail and specification as possible, remembering this section will be the leading determinant for approval of the application. Where the employee is considering advancement to other positions in the College, they should identify the positions or types of positions as clearly as possible. iv) ESP Assistance Required – amount and type of support requested, details on tuition, books, travel, time off, and others if appropriate. The employee should ensure that any time off requirements are clearly articulated.

The Expected Benefits to the College section will be the leading determinant for approval of the application. The onus is on the applicant to clearly explain how the expected benefits are mutually beneficial to the College and the applicant. b) Promissory Note and Return of Service Agreement An employee who is granted financial assistance under the ESP shall enter into a Return of Service Agreement and sign a Promissory Note prior to receiving funding.

A Return of Service Agreement is a signed agreement between the employee and the College indicating that the employee will continue to work for the College for a specified period of time after they have completed their education/training activity. The period of work commitment, identified in said agreement, will be commensurate with any financial assistance provided to the employee under the ESP. A Promissory Note is a signed agreement between the employee and the College indicating that the employee will repay the College for any outstanding amount of the education/training allotment, or for any pro-rata portion of the service obligation not fulfilled. c) Proof of Successful Completion of Training/Educational Activity CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix D

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It is the employee’s responsibility to provide the College a report on progress in achieving the education and training plans as approved under ESP with satisfactory documentation from the certifying body after each class, segment or term confirming successful completion. The employee will provide reasons for non-completion of the approved educational component within two weeks of designated period end.

Should the employee be unable to provide proof of completion or has not been successful in their educational pursuit, the College reserves the right to rescind its approval under this program. The College may require repayment for that portion of the educational program not successfully completed or where satisfactory proof has not been presented.

In circumstances of multi-year plans, the employee will provide a statement of completion of the prior year’s education/training within two weeks of the prior year’s specified end date. The onus is on the employee to also provide: i) Proof of good standing and continued enrolment in the program of study approved under the ESP; ii) Proof of registration in the program of study as approved; iii) Outline of any deviations from the program initially approved by the College under the ESP. If the employee is unable to provide such proof, the College reserves the right to withhold further support for training and, in certain circumstances, may require previous financial support to be repaid.

D.1.08.03 Administration of Policy a) Program Administration The Director of Finance and Administration (or designate) shall be responsible for the maintenance of program statistics, monitoring of program commitments to ensure that the spirit of the policy is maintained and the funding allocation remains relevant, as well as, annual reporting to the President. b) Approval All financial commitments under the ESP shall be approved by the EMC. All decisions will be recorded in the minutes of the SMC meeting at which it was approved.

The EMC shall: i) Avoid any potential conflict of interest. ii) Ensure that all applicants are aware of the conditions set forth in the ESP. iii) Maintain confidentiality of their deliberations and all applications. iv) Inform all applicants of final approval decisions via written correspondence outlining the details and funding amount approved, the Return of Service commitment expected, and the details of the Promissory Note.

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Upon receipt of the written approval letter, the employee has 10 business days to accept the terms and conditions. Upon employee acceptance, it is the responsibility of the employee to make arrangements for registration in the program of study.

D.1.08.04 Disbursement The employee will be responsible for initial payment of costs to participate in the approved educational programs. The College will reimburse the employee based upon presentation of a claim that outlines the specific costs and is supported by satisfactory documentation and support of the payment. No disbursement will be made without confirmation from the educational institution of current enrolment in the specific approved course or program for which reimbursement is being sought.

In certain circumstances, and at the request of the employee, the College may provide an advance to cover tuition costs for the immediate course of study being undertaken.

In situations where the College has provided an advance, the employee will submit proof of payment and confirmation of enrolment within two weeks of said advance.

The EMC shall review the function of this policy on a regular basis and may amend these procedural guidelines as deemed necessary. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES PROCEDURE D 1.09 Subject:

Computer Purchase Assistance

Approval/Amendment Date(s): April 22, 1991, January 30, 1995, February 20, 2013 Associated Procedure/Documents: Policy 6.12 Computer Purchase Assistance Next Review Date: D.1.09.01 Equipment Reimbursements can be used to acquire computer hardware, printer, monitor and computer software, all of which must be suitable to the employee's present duties or professional background.

The employee is responsible for researching the options available and selecting specific equipment and suppliers. The employee shall then submit a request for approval to the Director of Finance and Administration. Once the request has been deemed by the Director of Finance and Administration to qualify under the provisions of this policy the employee can proceed to purchase the related equipment. An expense claim should then be submitted to the Director of Finance and Administration with supporting invoice(s) for approval. Once the expense claim is approved the claim will be processed and reimbursement will be issued to the employee.

D.1.09.02 Financial Employees will be required to sign a promissory note which outlines the terms of repayment and authorizes a monthly deduction from payroll. All reimbursements advanced will be repaid in monthly installments from payroll over the term of the loan.

Reimbursement advances will be for a maximum of twelve months from date of receipt of the equipment. Reimbursement advances will be repaid in full at the earliest of the following dates: a) Within twelve calendar months from the date the reimbursement was advanced. b) At the end date of the existing employment contract if it is less than twelve months from date of purchase. c) At any time within the twelve month period if requested by the employee.

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The College reserves the right to demand immediate repayment of the reimbursed advances in situations where the financial circumstances of the College warrant.

If the employee leaves the employment of the College, either voluntarily or involuntarily, the entire unpaid balance becomes repayable immediately.

The reimbursed advances are interest-free. However, Revenue Canada requires that a taxable benefit be reported on the T-4s for interest which would normally be paid. As equivalents of interest-free loans, Revenue Canada deems an interest rate. This rate is established by Revenue Canada on a periodic basis and is comparable to the interest rate charged on unpaid income tax. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES PROCEDURE D 1.10 Subject:

Confidentiality & Intellectual Property

Approval/Amendment Date(s): October 22, 2013, September 5, 2017 Associated Procedure/Documents: Policy 6.13 Confidentiality & Intellectual Property Next Review Date: D.1.10.01 Procedure: All employees, as a condition of employment, shall sign the Confidentiality and Intellectual Property Agreement during their initial hiring documentation and any time thereafter when an updated version requires signature.

D.1.10.02 Policy Violations: a) The consequences of a current employee breaching the Confidentiality and Intellectual Property policy will be discipline up to and including termination of employment dependant on the circumstances and severity of the breach. b) The consequences of a former employee breaching the Confidentiality and Intellectual Property policy will be legal action.

D.1.10.03 Attachment(s): a) Confidentiality and Inventions Agreement

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Policy 6.13 ATTACHMENT A

Confidentiality and Intellectual Property Agreement This is to acknowledge that I have received and read the North West College Confidentiality and Intellectual Property policy in its entirety. I had the opportunity to clarify my understanding on all matters related to this policy.

I acknowledge and agree that I shall not, during the term of my employment, or at any time thereafter, directly or indirectly disclose or grant access to the College's confidential information or trade secrets to any third party, nor shall I use or exploit such information for any purpose other than those of the College.

I acknowledge and agree that any inventions, as defined by the Confidentiality and Intellectual Property policy, created during my employment with the College are the sole property of North West College.

Upon the termination of my employment, I shall forthwith return to the College all of the College’s confidential information, all copies thereof, any related material including without limitation, memoranda, notes and documents containing extracts or reproductions of proprietary information, all copies thereof, and all other property of the College in my possession or control including any inventions as defined by the policy.

Employee Signature

______________________________ Date

Print Name Original – Human Resources File Copy - Employee

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES PROCEDURE D 1.11 Subject:

Criminal Record Checks & Criminal Charges Notification

Approval/Amendment Date(s): June 21, 2018 Associated Procedure/Documents: Policy 6.15 Criminal Record Checks & Criminal Charges Notification Next Review Date: Procedures: D.1.11.01 Search Content The Criminal Records Check (CRC) as it pertains to recommendations for suitability of employment, includes: a) All criminal convictions, under The Criminal Code of Canada, The Narcotics Control Act, The Controlled Drug and Substances Act, 1996, and The Food and Drugs Act, 1985. Conviction means the final judgment on a verdict or a finding of guilty, or a plea of guilty. Conviction does not include a final judgment which has been reserved, set aside, or otherwise rendered invalid.

D.1.11.02 Vulnerable Sector Check

An additional Vulnerable Sector Check (VSC) may be required prior to employment, for highly sensitive positions as indicated in the job description.

D.1.11.03 Cost, Retention and Checks

a) The applicant is responsible for the cost associated with obtaining a CRC and/or VSC through the standardized process. b) In circumstances where the College requests an expedited CRC and/or VSC, the College will reimburse the applicant the additional cost for expedited service. c) Results of the CRC and/or VSC are to be kept in the employee’s personnel file.

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d) Any employee who receives a pardon, or who is successful in having a criminal conviction record expunged, may submit a new criminal records check. In such cases, the previously submitted criminal records check will be removed from their personnel file and returned to the employee upon request.

D.1.11.04 Assessment a) Any CRC and/or VSC that returns a result other than “Negative” will initiate a further investigation to assess whether the CRC and/or VSC is considered satisfactory for employment at the College. b) The College will consider the following in determination of a satisfactory CRC and/or VSC. i) The number and nature of the offence; ii) When the event occurred; iii) Any extenuating circumstances as provided by the applicant; iv) The rehabilitative measures undertaken by the individual since the conviction and the commitment the individual has to rehabilitation and to refrain from criminal activities; v) The relationship of the offence to the level and nature of the position sought; vi) The references and work history obtained by the College relating to the candidate. c) The Human Resources Manager or designate in consultation with the Director, shall base their determination upon review of a complete accounting of the criminal record as issued by the RCMP or other authorized Police Department. All decisions regarding criminal record check assessments must be approved by the President and CEO. d) Applicants may attach a statement of explanation to the CRC and/or VSC submitted outlining relevant circumstances. e) In circumstances where a CRC and/or VSC is found to be unsatisfactory as a result of the aforementioned investigation, the College will: i) remove the candidate from consideration of employment, or; ii) withdraw any offer of employment, or iii) deem the employment contract terminated based on failure to satisfy the conditions of employment D.1.11.05 Reporting Criminal Charges a) After an employee has been charged with an offence, they shall verbally and subsequently in writing inform the President and CEO of all charges laid no later than seven (7) calendar days after the charges are laid. b) A submission, by the employee, outlining any extenuating circumstances may be attached to the written information.

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c) Failure to disclose charges, in writing, or submission of inaccurate, false, or misleading statements, will result in disciplinary action, up to and including termination of employment. d) Any action taken by the President and CEO related to the charge(s) is to be conveyed to the employee in writing, a copy of which is to be placed in the employee’s personnel file. e) Any appeal will be managed in accordance with the Collective Bargaining Agreement grievance procedure, or where no collective agreement applies, within fifteen (15) calendar days of notification of the decision. f) If, at the conclusion of all proceedings, a subsequent CRC confirms no conviction(s) resulting from the incident giving rise to the original charge(s), any documentation which has been placed in the employee’s personnel file, related to the charge(s) for which discipline has not been effected, is to be removed and destroyed.

D.1.11.06 Responsibility a) Failure to provide a requested CRC and/or VSC, or submission of inaccurate, false, misleading, or incomplete CRC and/or VSC will result in disciplinary action up to and including; termination of employment, refusal to offer employment, or withdrawal of any offer of employment. b) The Human Resources Manager is responsible for ensuring this policy/procedure is made known to, and understood by, any person who: i) is considered for employment with the College; ii) moves to a position within the College that requires a CRC and/or VSC; iii) experiences a change in his/her position that requires a CRC and/or VSC. D.1.11.07 Attachment(s) a) Attachment A:Criminal Record Check, Criminal & Charges Notification Procedure ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D – HUMAN RESOURCES PROCEDURES Criminal Record Check, Criminal & Charges Notification Procedure ATTACHMENT A The Canadian Civil Liberties Association’s definition of Vulnerable Sector: A vulnerable person is a person who, because of their age, a disability or other circumstances, is in a position of dependency on others or is at a greater risk than the general population of being harmed by a person in a position of trust or authority towards them.

North West College will require Vulnerable Sector Checks in addition to Criminal Records Checks based on the following criteria: a) Employees who, in the regular course of their duties, meet alone with a student/client when a person is considered to be in a vulnerable state and the employee is in a position of trust or authority or; b) When the employee is significantly exposed to children in the course of their workday or; c) When the employee’s primary work involves vulnerable persons or; d) When required by a third party.

The following current positions will be required to obtain a Vulnerable Sector Check in addition to a Criminal Records Check when a new employee is hired or when an existing employee moves to the position: a) Administrative Assistant (entering data in the EAL Federal Database) – required by 3rd party b) All Program Coordinators c) Director of Programs d) Director, North Region (duties overseeing the Student Residence) e) EAL Assessors f) EAL Instructors g) Education Resource Consultant h) Instructors co-located in K – 12 i) Instructors or Instructor Aides whose program operates in facilities/operations that require a Vulnerable Sector Check in addition to a Criminal Records Check j) Job Coach k) Residence Operator l) Student Recruiter m) Student Residence Clerk n) Student Services Associate o) Student Services Coordinator

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The above listing is subject to change as the circumstances of College operations change. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES

PROCEDURE D 1.12 Subject:

Accommodation

Approval/Amendment Date(s): May 14, 2019 Associated Policy/Documents: Policy 6.17 Accommodations, the Saskatchewan Human Rights Code, the Local Authority Freedom of Information and Protection of Privacy Act Next Review Date: Procedures: D.1.12.01 Candidates for employment: a) Candidates contacted for an interview will be required to complete a North West College Application for Employment. The Application contains a section where candidates may voluntarily identify their need for reasonable accommodation. b) If a candidate identifies their need for accommodation, Human Resources personnel will evaluate the job applicantâ&#x20AC;&#x2122;s request for accommodation and may request more information from the applicant to facilitate the accommodation in relation to bona fide occupational requirements for the position based on the job demands analysis. c) If a request for accommodation is denied, the reason(s) for the denial will be clearly communicated in writing to the candidate by Human Resources personnel.

D.1.12.02 Employee: a) An employee may request accommodation by notifying Human Resources personnel, preferably in writing. The employee may seek accommodations based on the protected grounds from discrimination as stated within the Saskatchewan Human Rights Code as follows: i) religion; ii) creed; CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures â&#x20AC;&#x201C; Appendix D

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iii) iv) v) vi) vii) viii) ix) x) xi) xii) xiii) xiv) xv)

marital status; family status; sex; sexual orientation; disability (mental and physical); age (18 or more); colour; ancestry; nationality; place of origin; race or perceived race; receipt of public assistance; and gender identity.

b) The request should: i) describe the limitations on the employee’s ability to perform the duties of his or her position caused by the disability or other reason for accommodation; ii) describe any accommodation(s) sought; iii) provide sufficient information to confirm the existence of a need for accommodation.

D.1.12.03 Disclosure a) If an employee is under a program of medical treatment which requires the consumption of prescription drugs, including medical marijuana, or over-the counter drugs, which are labelled or known to cause impairment, the employee is required to inform Human Resources personnel about the program immediately so that the risk of impairment relative to the employee’s safe job performance can be considered. b) If an employee has disclosed a dependency or addiction and sought the assistance of the College prior to the occurrence of a workplace accident/incident or near-miss, is undergoing or has undergone an appropriate rehabilitation program to address the dependency or addiction, the employee will not be disciplined or involuntarily terminated because of the employee’s involvement in a rehabilitation effort. Neither will the employee be disciplined for voluntarily requesting rehabilitative help in overcoming the problem. This protection may not extend to an employee who fails to disclose such dependency or addiction prior to an accident/incident or near-miss and/or after the employee submits to drug and alcohol testing. In such a case, the employee may be subject to disciplinary action up to and including termination.

Whether or not an employee is involved in rehabilitation efforts does not eliminate the requirement for meeting satisfactory performance levels or compliance with this policy.

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D.12.04 Privacy and Confidentiality: a) All records associated with accommodation requests will be maintained by Human Resources personnel in a secure location, separate from employees’ personnel files. b) The College and all individuals involved in the accommodation process will comply with the requirements of The Local Authority Freedom of Information and Protection of Privacy Act to protect personal information.

D.12.05 Human Resources and the Supervisor: a) Human Resources personnel will document the request, including the employee’s name, position and date of the request, any details provided by the employee. b) Human Resources personnel may request additional supporting documentation from the employee in order to identify accommodation options (e.g. details of personal circumstances, affiliation, restrictions or limitations). c) Human Resources personnel will secure information necessary to facilitate the accommodation. Examples may include but are not limited to: i) Job Demands Analysis; ii) Confidential Physician’s Assessment Form; iii) Fitness-to-Work Assessment; iv) Notification of Prognosis; v) A list of the employee’s efforts to self-accommodate.

The College reserves the right to require further information, including relevant medical information or professional opinions that will assist the College to determine if a reasonable accommodation can be achieved and how it can be achieved. The College further reserves the right to require the employee to participate in an independent medical exam by a qualified medical practitioner or other trained professional in order to assist in determining the accommodation required, workplace modifications and potential cost(s). d) Human Resources personnel and the Supervisor will consider accommodation options including, but not limited to: i) workstation adjustments; ii) reassignment of job tasks; iii) changes to scheduling or hours of work; iv) leaves of absence; v) and temporary or permanent reassignment.

Where Collective Bargaining Agreement terms and conditions may be impacted, Human Resources personnel will contact the Unit Chair of the Local Union or their designate.

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e) Human Resource personnel, the Supervisor and, if applicable the Local Union and/or a relevant third party, will discuss available accommodation options with the employee. The accommodation preferences of the employee will be taken into consideration. However, the Supervisor, in consultation with Human Resources personnel and if applicable, the Local Union and/or a relevant third party, may proceed with a modified option when it meets the employees accommodation needs.

The modification to the accommodation may include: i) an option that is less costly to the College, ii) an option which is less disruptive to the existing workforce or the operations of the College, iii) an option where the safety of the workforce is not impacted.

When this option meets the employee’s accommodation needs. Human Resources personnel will clearly communicate the reasons for the decision to the employee. f) The Supervisor, in consultation with Human Resources personnel, and, if applicable the Local Union and/or a relevant third party, such as the Workers Compensation Board caseworker, medical, religious, cultural or other relevant professionals, will review the accommodation measures with the employee on a regular basis to confirm the accommodation continues to be effective and necessary. g) If the available accommodation options raise the likelihood of causing undue hardship for the College, Human Resources personnel will advise the Director of Finance and Administration who will render a decision. h) The Director of Finance and Administration will ensure that all accommodation options up to the point of undue hardship have been considered prior to refusing accommodation. If a request for accommodation is denied, the Director of Finance and Administration will clearly communicate in writing the reasons for the denial to the employee.

D.1.12.06 Appeals: a) If an employee or candidate for employment has been denied accommodation, is not satisfied with the accommodation offered, or believes that his or her request has not been handled in accordance with this policy, he or she may, within 30 days of receipt of the decision, submit a letter outlining their concerns to the President and CEO. The President and CEO or relevant designate will respond in writing in a timely manner. Appeals to relevant third parties such as the Saskatchewan Workers’ Compensation Board, SGEU Long Term Disability, Saskatchewan Government Insurance or Service Canada are managed separately from this procedure.

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b) An employee or candidate for employment may also file a discrimination complaint with the Saskatchewan Human Rights Commission.

D.1.12.07 Review: The Human Resources Manager will review this policy and related procedures on an annual basis, or as required, and will make recommendations for adjustments as necessary to ensure that it continues to remain in compliance with relevant legislation or arbitral jurisprudence.

D.1.12.08 Enquiries: Enquires about this policy and related procedures can be made to the Director of Finance and Administration. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX D - HUMAN RESOURCES PROCEDURES

PROCEDURE D 1.13 Subject:

Work from Home

Approval/Amendment Date(s): September 2, 2020 Associated Policy/Documents: Policy 6.18 Work-From-Home Policy, the Saskatchewan Human Rights Code, the Local Authority Freedom of Information and Protection of Privacy Act Next Review Date: D.1.13.01 Working From Home Guidelines For Supervisors: 1. While it is expected that normally staff will be in the workplace, it is accepted that there may be certain extraordinary circumstances where an individual, their Supervisor and their Director agree that it is mutually beneficial for that individual to work at home, on a part-time basis.

2. Establish work-from-home hours with your employees and regular check-ins to keep everyone on track and connected. Work-from-home hours must adhere to the Work From Home Policy.

3. Check in on your staff regularly by phone, Zoom, Microsoft Teams, etc. to make sure their technical setup is working, determine their state of wellness, help them resolve any work-related issues and discuss status of work to keep your staff on track. There may be others who are over-burdened with work and if any of your employees are not fully occupied with work for their set hours, they may be able to help others. Talk with your member of Executive Management about redeployment of personnel before making these types of changes.

4. Confirm with staff that their home workspace and setup are appropriate according to health and safety legislation, including having clear and unobstructed aisles, walkways, stairs and exits; suitable ergonomics; lighting and electrical safety; free of hazards; and having proper emergency procedures in place.

5. Remind employees that they must adhere to the Computer Use Policy and Agreement. These documents can be found on Navigator.

6. Hold weekly team meetings or more often, if needed, and provide everyone an opportunity to talk.

7. Supervisors to review and discuss Virtual Meeting Tips with employees.

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Virtual Meeting Tips: a) Provide 5-7 minutes at the start of each meeting for staff to check in, ask how everyone is doing, provide an opportunity to share a story, engage. b) Establish ground rules to ensure staff turn off their phones, don’t check emails or multi-task but rather focus on the meeting and those present. c) Supervisors should model the behavior they expect of their staff-use your camera if your internet permits, focus, use of technology, asking questions, etc. d) Follow up a virtual meeting with communication (email, meeting notes, or minutes) to make sure everyone heard and understood the information from the meeting, they will support or abide by the conclusions or the outcome, and they understand what is expected of them.

8. Trust your employees to complete what is expected of them but if you observe things such as unavailability during work hours or repeated requests to extend deadlines on work assignments, then speak with your member of Executive Management and involve Human Resources.

9. Set specific outcomes and expectations of staff with timelines and results, just as you have always done and your review will be outcome-based as opposed to the process.

10. Provide staff with regular College updates to ensure they continue to feel informed.

D.1.13.02 Working From Home Guidelines For Employees: Principles, Criteria & Guidelines for Temporary Work-From-Home Arrangements • While it is expected that normally staff will be in the workplace, it is accepted that there may be certain extraordinary circumstances where an individual, their Supervisor and their Director agree that it is mutually beneficial for that individual to work at home, on a part-time basis.

• Blended work-from-home and work at the employee’s College location arrangements are to be compatible with the employee’s job duties and responsibilities.

• When assessing work-from-home arrangements, Managers and Supervisors should consider the following factors: o nature of position/tasks, o the work which can be completed from home, specifically the employee’s core duties o operational needs - the requirement to provide student supports and other customer services to students on campus and to the general public o existing technology/technological infrastructure (or operational needs) o consider whether flexible (i.e. adjusting start and/or end times) and staggering shifts will be possible. o ability to maintain appropriate service levels, o performance and productivity of the employee o the ability to work independently with minimal supervision. o in-person contact with clients / stakeholders / students shall not occur while working from home. o written plan and rationale outlining responsibilities/expectations (see Temporary Work-From-Home Arrangements Request and Checklist) CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix D

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• • • • • • •

o working from home must be in a designated space, appropriate for the nature of work, and meet occupational health and safety requirements Supervisors will initiate regular check-ins to ensure expectations are clearly outlined and that employees remain accountable for maintaining agreed upon hours of work and achieving assigned tasks and identified outcomes.

Employees are required to be responsive to College students, internal/external clients, coworkers, the public and other stakeholders during regular work hours.

Employees are required to ensure their calendar is updated. If located at one of the two main campuses, employees will also update the booking system to show when they will be in the building and at their designated work area.

Employees who have received approval for work-from-home arrangements are to participate in meetings and report to campus as required by Executive Management.

Employees working from home should use equipment provided by the employer in accordance with the Computer Use Policy and Agreement.

Work-from-home arrangements will be reviewed regularly to determine if work outcomes are being met and if it is in the best interest of the College and the Employee to continue the arrangement.

Employment legislation, the collective bargaining agreement, policies, procedures and employment contract terms remain in effect for the duration of any work-fromhome arrangements.

Employees requesting work-from-home arrangements are to complete the Temporary Work-From-Home Arrangements Request and Checklist in conjunction with their supervisor. The completed form must be submitted to a member of Executive Management, for their approval.

Any questions regarding the Temporary Work-From-Home Arrangements can be sent to a member of Executive Management.

All copies of the Temporary Work-From-Home Arrangements Request and Checklist will reside with Human Resources.

D.1.13.03 Working From Home Arrangements Request Form and Checklist Employees requesting to work from home are to complete the below form in conjunction with their immediate Supervisor.

Employee Name: Supervisor Name: Member of Executive Management Department: Work-from-home address: Work-from-home contact number: CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix D

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□ Plan

Employee and Supervisor to identify the employee’s plan for working from home on a blended basis (i.e. combined with working at the employee’s College location). % of time working-from-home:

% of time working at NWC location:

□ Work Duties and Responsibilities and Hours of Work

Ensure you and your Supervisor are clear as to the employee’s work duties, responsibilities, and expected results while working from home. Identify expectations in the space below. Note the hours the employee is expected to work (total per week and set hours per day). If not working full days, identify how the remaining hours will be coded.

Flexible hour arrangements (i.e. staggering or splitting hours, hours outside core hours) may be considered but require prior approval from a member of Executive Management.

Employee must be available for regular contact during working hours.

□ Frequency / Method of Follow-up on expectations, duties, etc.

Supervisors and employees should maintain regular contact regarding work priorities, timelines, progress, etc. Utilize videoconferencing, teleconferencing, etc.

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□ System Access

Employees working from home will use equipment provided by the employer unless approval is received from a member of Executive Management to use other equipment.

Employees working from home must ensure: i) that adequate safeguards are in place to protect confidential information; ii) their work space where laptop screen viewing by others is minimized; iii) proper logout of computers when not in use; iv) passwords are used on all devices; and v) documents should be placed in folders and put away so that they cannot be easily viewed by others.

Are any supports or services required from IT to ensure the employee can access the required IT systems to work from home? If so, detail them in the space below.

□ Conditions and Terms of Employment

The provisions of all relevant workplace policies, processes and guidelines, legislation, terms and conditions of employment and/or relevant Collective Agreement provisions will continue to apply. This includes maintaining confidentiality of documents and information.

Supervisors to discuss requirements with staff. Electronic documents should be used in almost all circumstances when working from home. A list of hard copy documents / files removed from the College must be sent to the Supervisor.

□ Occupational Health and Safety (OHS)

OHS policies and procedures and Workers’ Compensation liability for work related accidents will continue to apply during this work-from-home arrangement. The College will not be responsible for any non-work related injuries that may occur at home. The employee must follow safe work practices and must report any work-related accident that occurs at their home location to their supervisor immediately.

□ Length of Agreement

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A Work-from-home arrangement under the policy and guidelines is temporary and will end when the reason for the request has been resolved. Cancellation or extension of this arrangement may occur at Executive Managementâ&#x20AC;&#x2122;s discretion.

I, ________________________ agree to abide by the Work-From-Home Policy and the Temporary Work-From-Home Guidelines and I will follow the criteria enumerated in the temporary Work-From-Home Request and Checklist set out above. _________________________ Employee Signature

_____________________ Date

Approval:

_________________________ Supervisor Signature

_____________________ Date

_________________________ Director Signature

_____________________ Date

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Administrative Policies and Procedures ADMINISTRATIVE POLICIES APPENDIX A – GENERAL, EQUITY AND ADMINISTRATIVE PROCEDURES APPENDIX B – ACADEMIC PROCEDURES APPENDIX C – FINANCE PROCEDURES APPENDIX D – HUMAN RESOURCES PROCEDURES APPENDIX E – INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES

UPDATED: AUGUST, 2019

NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX E - INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES PROCEDURE E 1.01 Subject:

IT (Information Technology) Security Management

Approval/Amendment Date(s): May 3, 2015 Associated Procedure/Documents: Policy 7.01 IT Security Management Next Review Date: E.1.01.01 Risk Reduction and Data Protection All staff and are required to read and sign an agreement to the Computer Use Policy and Procedural Guidelines Acceptable Use Agreement (per Policy 3.03), which explains their expected use of the computer systems and responsibilities of the user within the College. This agreement also outlines areas and definitions of misuse and consequences referenced in the College disciplinary policies.

Upon receipt of a signed computer use agreement, user permissions are assigned at a minimally required access level as requested by their direct supervisor, or as predetermined due to their roles and responsibilities (i.e. Student access: minimal network access to specific drives). These permissions will allow specific access to network resources based on their assigned security group(s) within the collegeâ&#x20AC;&#x2122;s Active Directory service. Local permissions are also minimized, and changes to the hardware and software at the desktop level are not allowed. Any changes are to be made by the IT Department only. These include software installations and hardware changes.

To prevent unauthorized local computer access, all users are required to secure their computer hardware when leaving it unattended using screen locks and passwords.

Local computer hardware (desktops/laptops) will be preconfigured to automatically lock the screen after 10 minutes of inactivity, and require the user to sign in again to gain access.

To prevent external vulnerabilities and access from occurring, both sites will have physical firewall hardware to block unauthorized accesses as well as provided internal content filtering and protection against potentially malicious websites and internet traffic.

These devices are automatically updated, and are monitored by the IT Department. The Battlefords and Meadow Lake campuses also exist within Community Net, a CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures â&#x20AC;&#x201C; Appendix E

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government-controlled and -secured infrastructure that provides additional layers of protection from the public internet.

Server level securities are restricted to the IT staff and approved third party vendors.

However, any and all work and access to the college network by third party vendors is granted by Information Technology staff upon approval of the IT Coordinator.

At all levels within the organization antivirus and antimalware software will be installed with automatic scanning and updating features enabled to help prevent unauthorized intrusions. In the event an infection occurs, staff and students are to contact the IT staff members immediately so it can be quarantined and removed. After this the IT will use the information gathered to prevent future occurrences. Information regarding threats will then be communicated to the staff and students.

Security of College data on College-issued mobile devices shall follow the College policy around information security.

E.1.01.02 Information Security Management Framework Management of Information Security will be maintained to initiate and control the implementation of IT security measures within the organization in accordance with business requirements and relevant laws and regulations. The Director of Finance and Administration will maintain the IT security management framework, assign security roles and co-ordinate and review the implementation of information security across the College.

Once a set of policies is defined they are to be submitted to the Policy Committee for review and to participate in the policy review and approval cycle. Once approved, the policies are published and communicated to employees and any relevant external parties that may be impacted by the change. This process would also occur with the review cycle timelines established by the Policy Committee.

The criteria used during this evaluation includes current business requirements, risk assessments, relevant laws and regulations, and data risk assignment with high and low risk areas being clearly identified.

The Collegeâ&#x20AC;&#x2122;s IT Coordinator will be responsible and accountable for ensuring that the appropriate information security controls are implemented within the organizationâ&#x20AC;&#x2122;s information systems.

The management, development, review, and evaluation of IT security framework will be reviewed by the IT Coordinator and Director of Finance and Administration annually unless significant changes have occurred that would impact current policies. Examples that would initiate the review process include changes to the organizational environment, business circumstances, legal conditions, or technical environment within

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the College. This will ensure their continuing suitability, adequacy, and effectiveness of the information and the security measures in place.

As part of the security within the College, local authorities (i.e. Law enforcement, Fire Department, etc.) as well as any external third parties (i.e. Support services, vendors, etc.) will be contacted to take action when required as outlined in the IT Disaster Recovery Plan (DRP) and the College Emergency Response Plan (ERP). These contacts and their associated information must be continually maintained to ensure business continuity and is a large part of the contingency planning process, and are to be reviewed on an ongoing basis.

The IT Department as well as the supervisory staff within the College will be responsible for reviewing regulatory and legislative compliance with information processing and procedures within their area of responsibility. They will also review and properly classify the sensitivity of their information and ensure proper access is in place. Information Technology is responsible for recording and executing any information security requests through their service desk ticket system to allow for proper tracking, management, and a historical record of the request.

E.1.01.03 User Access Controls and Authorization The College has controls to secure the access to information, information processing facilities, and business processes. Access controls are the basis of business and security requirements, and take into account of policies for information dissemination and authorization.

The College follows a minimalistic approach to information access. Supervisors of each business unit will be responsible for requesting access control changes when required to ensure that access to information is appropriate for their area. Information Technology will maintain a listing of information owners and access groups through the network (Active Directory).

User account access request must be submitted by supervisors to IT via their Service Desk ticketing system. This includes, but is not limited to, any access to network resources, data shares, email, security access groups, physical hardware within any College location, or any other form of secure access to computer data information within the College. Users are required to follow the College’s policies and procedures in the use and access of information whether physical or digital.

E.1.01.04 Account Authorization and Creation Prior to computer network access being granted to a user (staff or student), a signed “Computer Use Policy and Procedural Guidelines Acceptable Use Agreement” form must be submitted to Information Technology staff after being witnessed by their supervisor. The IT staff will then submit the signed form to Human Resources after the account has been created and activated to keep with their personnel file. This form is CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix E

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also used for student account creation, and after the account has been created the students are allocated a default level of security.

Temporary passwords are initially issued and the user will be prompted to change the password immediately after the first successful login. The password complexity outline is: a) Minimum of 7 characters; b) Must contain letters and numbers only; c) Must contain at least one capital and lower case letter along with a number; d) Cannot contain the userâ&#x20AC;&#x2122;s name, previous passwords, or any illegal characters; e) Passwords will expire every 60 days; the user will be prompted before this time to change to a new password. The system will track the last 24 passwords used to ensure no duplication occurs; f) Passwords will only be transmitted in person to staff members or via college email address. Passwords will not be sent to personal email addresses, and only over the phone in situations where the I.T. Department is able to correctly identify the requester beyond any doubt.

The authorization procedure for determining who is allowed to access which network and networked services is documented using the Service Desk software from the initial point of contact (service request submission) to its conclusion. This information is available to the requestor, and stored in the Service Desk system for future use if required.

Active Directory allows for the management of the computer network domain security measures for individual users and user groups. These accounts are also connected to the network drive scripts that will map connections to specific shares related to the security group (i.e. Programs, Accounting, Instructors, Students, etc.). These security groups are further subdivided into access permissions for easier management (full control, read only, manage, etc.). These security groups assign multiple levels of permissions to various areas with the network and are managed by the IT Department.

When permissions are assigned, they are to be the minimum required permission level for the user to meet the requirements outlined from their supervisorâ&#x20AC;&#x2122;s service ticket request submission.

Each user receives a username and password, and all computer hardware is configured to include local security settings to restrict unauthorized installation of software and hardware without an administrator level password. These devices have pre-installed virus and malware software, and mandatory screen lock timers.

E.1.01.05 Network Access Network access required by staff is requested by supervisory staff to IT using the Service Desk. The IT staff members will then review the request ensuring that the

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access requested aligns with minimum access requirements. The IT Department will communicate directly with the requestor any concerns with the request.

Controls are present to protect access to network connections and network services as well as the means used to access networks and network services (i.e. access to an internet service provider or remote access). These access controls are implemented through the use of network user permissions and group permissions created through the College’s Microsoft Active Directory service. These permissions can only be modified by the IT staff members. Remote access to network resources is available for email services via Outlook Web Access using an internet browser, or remote desktop for network file access. Both methods require an active college user account and password to access, and the individual can only access areas in which they have permission to do so.

E.1.01.06 Removal of Access Permissions User accounts are only active while the individual is a member of the staff or student body within the College. For staff who no longer require access, or their access requirements change (due to changes in roles, positions, etc.) the direct supervisor will notify the IT Staff (via Service Tickets) and Human Resources immediately to either remove network access by deactivating the account or adjust permissions as required.

For students, the Coordinator of the program they are enrolled in will notify IT. Once the changes have been completed, the requestors will be notified. The IT staff will disable accounts as soon as possible in the same day as the submitted request to ensure optimal security is kept in place. In the event of a staff departure, the IT staff members will work with the staff member’s supervisor to review their email mailbox and local/network data with the intention to retain anything deemed essential and to remove the remaining information from the system. This process will occur within one week of the effective termination date, unless otherwise requested by the supervisor.

Student accounts are to be disabled and removed after the completion date of the program unless otherwise requested by the student’s coordinator due to withdrawals or extensions.

E.1.01.07 Virus and Malware Log Review Security logs from the Symantec server are transmitted to the IT Department who will then review to ensure that infections are not present, and the proper function of the management system is in place. This should take place at a minimum of once a week, unless otherwise notified by the system, staff, or students.

Additional security measures may be added as hardware and software changes occur.

E.1.01.08Physical Location Access and Security and Asset Management a) Physical Location Access and Security CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix E

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Critical and sensitive processing facilities (i.e. server rooms, wiring closets, network racks, etc.) are housed in secure areas and protected by security barriers and entry controls. These areas must be physically protected from unauthorized access, damage, and interference.

Restrictive access is in place for these areas with the only key holders being the Director of Finance & Administration, Director of the North at the Meadow Lake campus, the IT staff members, and the Facilities Department staff. NonIT staff may only access these areas under direct permission and supervision of IT or the Director of Finance and Administration. Third party vendors who need access to these areas must have identification badging visible and are only granted access where required. Access will be revoked upon completion of work in these areas. Under no circumstances will public access be granted to these areas.

These areas must reflect the minimum indication of their purpose and have no obvious signage outside or inside the building to identify the presence of information processing activities. Staff members are to only be aware of the existence of, or activities within, secure areas on a need-to-know basis. Any unsupervised work in a secure area will be avoided for safety and prevention of malicious activities. Photographic, video, audio, or other recording equipment, such as mobile device cameras, will not be allowed unless authorized by the IT Coordinator.

The College will give consideration to any security threats presented by neighbouring premises, fire, water, below ground level facilities and explosions. Consideration will be given to avoid damage from fire, flood, earthquake, explosion, civil unrest, and other forms of natural or man-made disasters. b) Asset Management IT staff will perform spot checks around the campus locations to detect any unauthorized removal of property should it not be reported by staff members.

These checks should be carried out following relevant legislation and regulations. Any equipment that is being utilized off campus would be checked by the staff members present and responsible for the location.

Should college staff find any issues they are to report them to IT or their supervisors immediately upon discovery. Hardware is to be physically secured with locking cables if the room or location is not restricted to College staff only. In these instances, staff members are responsible for the removal of the hardware at the end of each class day or session and are to keep the equipment secure.

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When disposing hardware, all sensitive data must be removed either through physical destruction, high-level software deletion and overwriting techniques, or any method to make the original data irretrievable beyond a standard delete or format function. If some data is deemed critical and high risk, the storage medium is to be physically destroyed in a fashion to ensure it is nonrecoverable.

All hardware and software purchases are to be managed by Information Technology. Delivery of any and all physical computer hardware will take place in areas separate from any secure IT areas within the campus locations. (e.g. server rooms, network cabling locations, etc.) These areas must remain secure at all times.

Equipment will be catalogued into inventory when received along with information about the hardware and its intended location. These records are maintained to allow for proper equipment tracking and inventory. This hardware will not to be taken off-site without prior authorization, and the individuals permitted to do so must be clearly identified. Staff must also record when the item has been returned and report any issues to the IT staff if present.

Off-site hardware will exist in a secure and off-keyed location to prevent any unauthorized access (e.g. rural program locations, or locations inside another building from a different business). The responsibility for security of these locations falls on the staff member(s) at the site. They will ensure all hardware and data is secure along with the physical access to the location. Should a rural site location not provide secure access, the college staff member will be responsible to physically remove the equipment and data when leaving the premises. c) Off Campus Locations and Teleworking Off campus work at rural sites or through teleworking will have appropriate security arrangements and controls in place at the site in accordance with the College’s policies and procedures. Suitable protection measures of the site must be in place to prevent against theft of equipment and information, unauthorized disclosure of information, unauthorized remote access to the organization’s internal systems, unauthorized use by non-College employees and students, or misuse of the equipment and/or facilities.

These measures will be enforced in conjunction with the user’s supervisor and IT. The Facilities department may be consulted in certain situations if required. Ongoing reviews of these sites shall continue during use by supervisory staff to ensure that the security measures in these areas remain consistent.

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E.1.01.09 Business Continuity and Prevention of Digital Data Loss Operating procedures are documented where required as well as defining the segregation of duties and responsibilities to reduce the risk of negligent or deliberate system misuse. This includes areas from desktop preparation checklists, installation guides, disaster recovery plans, etc. This documentation is updated as required pending system upgrades or changes, or infrastructure changes.

E.1.01.10 Capacity Management Capacity management will occur through ongoing reviews of network and user activity, capacity requirements, system tuning and resource allocations, and overall monitoring to ensure the availability and efficiency of all related systems. Projections of future capacity requirements will take into account new business and system requirements as well as current and projected trends in the organizationâ&#x20AC;&#x2122;s information processing capabilities. In doing so, the College will maintain a level of separation between the operational (production) and test environments as necessary to prevent any operational issues being identified. This will allow for the appropriate control measures to be implemented minimizing impacts on daily operations.

E.1.01.11 Virus and Malware Prevention Virus and malware prevention software is in place to prevent possible infections/intrusions at both the user and server level. Instances of infections are reported locally as well as to the management server for review and removal by the Information Technology staff.

User and server level hardware protection is protected and centrally managed by the same software platform (currently Symantec Enterprise Manager). This platform has the capability for automated scanning and consistent update installation schedules. This also ensures timely patching occurs and any intrusion or infections are quarantined, reported to the IT staff members, and then removed. In the event a quarantined item cannot be automatically removed, IT will be required to remove the threat.

If an infection occurs, the equipment in question is immediately quarantined and physically removed from the network to prevent further contamination. Data is backed up to a separate external storage device and the equipment is scanned to remove the infection compromising the system. The IT staff members are notified of infections, and it is also the responsibility of the user to report these issues immediately so they can be dealt with. If the issue cannot be resolved or repaired properly, the hardware (computer, laptop, server, etc.) will be completely erased. After which the item will be restored from backup (in the case of server issues), or reimaged (in the case of user level hardware issues) with the data being scanned for potential threats prior to being placed back onto the device. After such an occurrence, a review of the cause shall take place by IT and reported to the Director of Finance and Administration. The review shall include possible reasons for infection, as well as prevention options to stop any reoccurrence. Regular CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures â&#x20AC;&#x201C; Appendix E

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information regarding this shall also be sent out to staff to help inform them of risks and the process of reporting them.

E.1.01.12 System Software Update Management Microsoft Windows Desktop and Microsoft Server platform updates will be automated and set to search and install updates daily, if available. A Microsoft Windows Services Update Server (WSUS) is used for both desktop-level and server updates at the campuses, finding the released updates and deploying them out to all connected computers. External bandwidth use is reduced by using this method. Automating the process ensures the platforms are up to date and will help to promote functionality, security, and performance issues from occurring. In some cases where automation is not available, computers will be manually updated by the IT staff.

E.1.01.13 Data Backup and Recovery Server data is stored on the Network-Attached Storage (NAS) devices located at the North Battleford and Meadow Lake locations. These devices contain all the network data from their respective campus as well as back up files from each otherâ&#x20AC;&#x2122;s campus.

All server and network data is backed up to these devices locally, and copied to their partner campus. This provides a redundant and off site data backup. This occurs using the CommunityNet (CNet) internet connections provided by the Ministry of Education using a secure Virtual Private Network (VPN) tunnel. The purpose of this process is to allow for file, server, and site recovery as outlined in the disaster recovery plan.

All server backups are automated and occur each evening, notifications of successful backup completions are emailed to the IT staff. If any failures or issues occur, they are automatically notified by email.

Backups are tested regularly with file recoveries being tested monthly and larger scale server recoveries tested annually. Backup data and logs are verified weekly by the IT Coordinator to ensure proper function and to address any issues. Server logs are periodically reviewed to ensure proper function of the hardware.

The data centre components are configured with fault tolerance capabilities to ensure business operations are not impacted by a single failure of component. Should a situation occur where the fault tolerance has failed, IT will immediately notify the Director of Finance and Administration and determine a solution for the issue.

All IT-related maintenance activities are executed in a manner that will minimize disruption to business operations, with routine maintenance occurring outside of business hours. Once the root cause of any failure has been determined, steps are taken to ensure the issue will not be able to occur in the future. The information is summarized and reported to the Director of Finance and Administration and documented in the Service Desk software for historical reference.

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Information security continuity is addressed through the College business continuity planning. All college staff is responsible for protecting information within reasonable expectations according to the event (i.e. natural disasters, accidents, equipment failure, and deliberate actions). These risk scenarios are identified in related documents (i.e.

DRP, ERP, etc.) as they identify the critical business processes and continuity requirements relating to operations, staffing, materials, transport and facilities in the event of a crisis and will be reviewed on an ongoing basis.

E.1.01.14 Change Management The management of changes within IT is critical to ensure the integrity, consistency, and availability of technology services.

All changes to the North West College production environment will be tracked via a Service Request ticket. Service requests will be entered into and managed via the Service Desk Ticketing System by users to ensure changes are centrally tracked, approved, reported, and enforced in a reliable and consistent manner. Requests must be reviewed and approved by the IT Coordinator prior to execution to ensure a proposed change does not compromise the stability of the production environment.

Changes to the production environment are: a) Implemented using the appropriate Change Management Process. b) Documented using the Service Desk System. c) Approved by the IT Coordinator during Standard Changes and Immediate Changes. d) Communicated effectively that all responsible parties are aware of the change assignment and all user communities are aware of any potential impact.

The IT Coordinator (or IT Technician in collaboration with the Director of Finance and Administration in their absence) is notified of the potentially necessary change and will be responsible for obtaining the facts, justification, and full description of the requested change. This includes reviewing all change request notifications submitted by staff members or systems owners, obtaining all communication and documentation necessary, resolving any scheduling conflicts that may arise, providing feedback concerning priority, risk, and impact of change, and, where applicable, communicating to the user community affected by the change prior to and after the implementation. It is the responsibility of IT to determine overall priority and assess the risk of the requested change, as well as communicating with the supervisory and management staff required to gather the required information as part of the approval and implementation process.

To ensure the information security implications of all change requests are reviewed, the assessments made during the process will include the consideration of implications to the security of personal information (Social Insurance Number, date of birth, etc.), the security of sensitive or confidential data, the security of College equipment, and compliance implications. In cases where potential high security threats are determined,

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these findings and concerns can be presented to the Director of Finance and Administration for further approval at a management level.

Computer Software Information Technology is responsible for evaluating, testing, installing, maintaining, and documenting all software and operating systems that are installed in the College including staff computers, computer labs, classroom computers, mobile lab computer carts, and staff loaner laptops (Referred to as lab computers from this point forward unless specified). Specialized Software installation requests In order for specialized software to be installed in computer lab computers, staff will follow and be aware of the following procedures and processes. a) Staff members will provide IT the following information: i) License information regarding the software ii) A copy of the software installation media. Installation instructions no later than 45 days prior to the start of the fall, spring, or summer semester. The IT staff will maintain a copy of the license information and software installation media. Software purchase requests are to be submitted to the IT Service Desk and from there will be reviewed for approval and pricing if required. The information will then be communicated back for purchase. b) IT will install, test, and document the installation of the software on a computer designated as a testing computer (either physical or virtual) and ensure that the software does not conflict with any other installed software.

Staff will be contacted during the 45 day period and asked to test the software application in order to ensure that it will work properly for his/her class. c) If the application testing is successful it will be installed on the computer lab computers prior to the beginning of the semester. The IT staff will contact the instructor and/or department if there are issues. d) Pre-existing specialized software will be automatically installed in lab computers every semester until the staff member requests that it be removed or the license has expired for the software, if applicable. Staff will not have to request the re-installation of same specialized software every semester unless an updated version is available and needed. At which time it is their responsibility to notify IT of the change and what is required to acquire the new version. e) The staff member that initially requested the software installation, and their direct supervisor, will be the contacts if the IT staff members need to consult with the staff member regarding the software. f) Staff must submit an IT Service Desk ticket prior to considering using or purchasing software that they intend to use on a computer lab computer.

Software purchases must be approved by IT. Proper licensing must be purchased to ensure that software will be installed on every computer CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures â&#x20AC;&#x201C; Appendix E

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required (e.g. the entire computer lab, set of classroom computers, or instructor station). The IT staff members will be able to assist with decisions regarding software purchases, as well as consult approved software vendors for additional information and pricing. g) It will be understood that if a staff member requests that specialized software be installed after the 45 day testing period or during the semester, IT may not be able to accommodate the request in a timely manner. h) A list of installed software will tracked by IT for future reference for building and testing purposes. Specialized software updates and upgrades: i) Software updates are patches or additions to pre-existing specialized software. If the IT staff members discover that some updates have become available for specialized software, they will inform faculty that there are updates available. The update(s) will be installed on a test computer so that the faculty member can test the software. If both staff agrees to install the update(s), IT will install the update on the lab computers as required. It should be noted that depending on the complexity of the update, and the limited access to computer labs, it may take up to two weeks to install the update(s). ii) Software upgrades are new versions of pre-existing specialized software.

If a software upgrade is made available, a Service Desk installation request must be submitted to IT. Software and Operating System Installation Procedures iii) Computer lab imaging consists of copying a complete installation of standard and specialized software and operating systems to a lab computer. This process erases all data stored on a computer and replaces it with a clean' image. Any information is erased it will be not be retrievable. iv) Lab computers will be imaged prior to the beginning of the fall semester; if the need arises, the lab computers can be imaged at any time. IT will try to ensure that lab services are not interrupted due to the imaging process. v) The College computer lab image will be updated at a minimum of once a year. A computer will be setup with the new software image for IT to test and ensure that specialized and standard software is functioning satisfactorily. vi) IT maintains the installation and setup procedure documentation for specialized and standard computer lab software and operating systems.

The documentation regarding the system setup will be available to faculty if they request it. vii) IT will help ensure that all lab computers receive all critical operating system and virus system updates in a timely fashion.

E.1.01.15 Legislative and Contractual Compliance Supervisors are responsible for regularly reviewing regulatory and legislation compliance with information processing and procedures within their area of responsibility. Supervisors are responsible for classifying the sensitivity of their CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures â&#x20AC;&#x201C; Appendix E

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information and ensuring that the proper auditing of information access is in place. IT will be responsible for recording and executing any information security requests. As part of the verification of private and personal information, Information Technology must be able to provide security reports to management on an as needed basis.

E.1.01.16 User Compliance with IT Policies and Procedures Once a computer user account has been created and granted access to the college network, either staff or student, there is an expectation that proper usage guidelines will be followed during this time. Users are expected to agree and adhere to these guidelines while operating within the college network, as well as ensure that their overall security is consciously maintained and not allow their information or access to be compromised. The overall responsibility of the account and its access belongs to the user and as such, the user will be held accountable for any actions taken while using their account. The agreement, as well as the areas outlined is contained within the “Computer Use Policy and Procedural Guidelines Acceptable Use Agreement (per Policy 3.03)” in which all users both staff and student are required to review and sign prior to being granted an account. Further information involving user access security can be found in Procedure 1.20.3 User Access Controls and Authorization. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX E - INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES PROCEDURE E 1.02 Subject:

Cell Phone

Approval/Amendment Date(s): August 16, 2016 Associated Procedure/Documents: Policy 7.03 Cell Phone Next Review Date: E.1.02.01 Cell phones requests must be provided in writing and signed off by the CEO or Director responsible.

E.1.02.02 Cell phones purchased will be at a cost of $0 and must be one of the models suggested by the Coordinator of IT. Any deviation away from the $0 cost, must be approved by the Director and the cost of the purchase will be coded to the applicable responsibility center.

E.1.02.03 All cell phone devices will be on a two year contract. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX E - INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES PROCEDURE E 1.03 Student Financial Support Program

Subject:

Approval/Amendment Date(s): August 27, 1999, February 2, 2010, June 17, 2014, March 1, 2016, July 11, 2018, November 5, 2019 Associated Procedure/Documents: Policy 8.01 Student Financial Support Program Next Review Date: E.1.03.01 Entrance Awards a) Types

A. Awards Not requiring application

B. Awards requiring application

Choose North West College 1. Choose Excellence 2. Choose Outstanding 3. Choose NWC

Other Awards Not requiring application Each student is eligible to receive one merit and one application entrance scholarship in addition to a Choose NWC Scholarship.

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A. Awards Not requiring application Choose North West College Awards Choose North West College Awards are presented to full-time students entering a North West College institute credit or university program. Students entering an institute credit program must have applied by August 1 to be eligible for Choose North West College Awards. Students entering a university program must be registered by August 1 to be eligible for Choose North West College Awards.

The College reserves the right to make exceptions to the August 1st deadline if a program for the current academic year is announced late. Programs which are PTA eligible are not included in this scholarship program. In the event that financial resources require a restraint of this program, preference will be granted to students who have not previously received a North West College scholarship for the first time. i)

Choose Excellence Award (valued at minimum $1,000) - An award for candidates who demonstrate an academic average of 90% or higher. A corporate-sponsored Choose Excellence award will be awarded to a student with the highest academic average even if the average is below 90%.

ii)

Choose Outstanding Award (valued at minimum $500) - An award for candidates who demonstrate an academic average between 80% and 89.99%.

iii)

Choose NWC Award (valued at minimum $200) - An award for candidates whose academic averages are below 80%. Subject to availability of funds, students with highest academic averages within this category will be targeted.

Students entering with a GED or under the ‘Special Admission’ category may be considered for Choose NWC Award.

Other entrance Awards Not requiring application In addition to Choose North West College Awards, the College has established other entrance awards that do not require application. The eligibility criteria for these awards are set out in the College’s agreement with each individual or corporate donor. The College will post an up-to-date list of these awards on its website.

These entrance awards are presented once a year at the fall scholarship ceremony. The College will consider all students that have applied to an eligible program by October 1st of the current academic year.

B. Awards requiring application

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The College has provision for some entrance awards that require application based on additional criteria set out in the College’s agreement with each individual or corporate donor. The College will post an up-to-date list of these awards on its website. All eligible students, who have applied to programs that commenced after July 1 in the current academic year, can apply for these awards. b) Minimum Eligibility Criteria A candidate must be a full-time student (minimum 60% load) who is registered for their first time in a qualifying certificate, diploma or university program offered entirely through North West College. Each award description will list additional eligibility requirements, if any. c) Application Due Date Where application is required, the application for all entrance awards must be submitted by October 1 each year. d) Conditions for University students Whether application is required or not, all university students must submit a copy of their social insurance number to be considered for all College scholarships and their most recent transcript to be considered for the scholarships that require academic average calculations before each scholarship application due date. e) Calculation of Academic Average For the entrance awards that require academic average calculations, the highest mark at the prerequisite year’s achievement level, at a minimum, for the following four categories will be used – English, Math, Canadian Studies, and Science.

Grade 10 marks will be the lowest achievement level eligible in award average calculation. f) Award Presentation Entrance awards are generally presented once a year at the fall scholarship ceremony. Cheques will be held for any programs that have not started as of this date. Those cheques will be issued to students by March 30th. For award recipients in rural locations, the College may make alternate arrangements for award presentation. The College will announce the dates for the entrance awards presentation each year on its website. The College reserves the right to make any changes to the award presentation dates without prior notice.

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E.1.03.02 Completion Awards a) Types

A. Awards Not requiring application

B. Awards requiring application

A. Awards Not requiring application The College has provision for some completion awards that do not require application based on eligibility criteria set out in the College’s agreement with each individual or corporate donor. The College will post an up-to-date list of these awards on its website.

The College will consider students in all eligible programs that ended between July 1 and June 30 of that academic year.

B. Awards requiring application The College has provision for some completion awards that require application based on eligibility criteria set out in the College’s agreement with each individual or corporate donor. The College will post an up-to-date list of these awards on its website.

All eligible students, whose program ended between July 1 and June 30 of the academic year, can apply for these awards. b) Minimum Eligibility Criteria A candidate must have successfully completed a qualifying certificate, diploma, degree or basic education program (Level 3 or 4) offered entirely through North West College. Each award description will list additional eligibility requirements, if any. c) Application Due Date Where application is required, the application for the completion awards must be submitted by March 15. d) Conditions for University Students Whether application is required or not, all university students must submit a copy of their social insurance number to be considered for all College scholarships and their CLICK BACK TO TABLE OF CONTENTS North West College Administrative Policies and Procedures – Appendix E

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most recent transcript to be considered for the scholarships that require academic average calculations. e) Award Presentation The College will announce the dates for award presentation each year on its website. Completion awards will generally be presented once a year at the end of the current academic year (June). For award recipients in rural locations and/or basic education programs, or any program ending earlier in the academic year that are application based, the College may make alternate arrangements for award presentation. The College reserves the right to make any changes to the award presentation dates without prior notice.

Table: Summary of North West College Awards Award Category

Entrance

Completion

Application Award Presentation Due Date Date Must apply to program Fall scholarship ceremony

by Aug. 1 (Nov.)

Award Subcategory

Program Start/End Date

Choose

Starting between Jul 1 – Jun 30

Other No application

Starting between Jul 1 – Jun 30

N/A

Fall scholarship ceremony (Nov.)

Application

Starting between Jul 1 – Jun 30

Oct. 1

Fall scholarship ceremony (Nov.)

No application

Ending between Jul 1 – Jun 30

N/A

Business Appreciation Event (June)

Application

Ending between Jul 1 – Jun 30

Mar. 15

Business Appreciation Event (June)

***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX E - INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES PROCEDURE E 1.04 Subject:

Social Media

Approval/Amendment Date(s): August 27, 1999, February 2, 2010, June 17, 2014, March 1, 2016 Associated Policy/Documents: Policy 8.02 Social Media Next Review Date: Procedures: E.1.04.01 Know and Follow the Rules: Social media users need to understand and acknowledge acceptable appropriate use.

E.1.04.02 Be Polite, Considerate, and Respectful: Responses should be considered carefully in light of how they would reflect on the poster and/or the College and its institutional voice. Don’t be confrontational, use inappropriate language or make discriminatory remarks.

E.1.04.03 Think Before You Post: Privacy does not exist in the world of social media. Users must consider what could happen if a post becomes widely known and how that may reflect on the poster and the College. Search engines can turn up posts years after they are created, and comments can be forwarded or copied. If you are unsure about posting something or responding to a comment, ask your supervisor and/or contact the Moderator. Further, always check spelling, grammar, and accuracy of content before posting.

E.1.04.04 Use Discretion: Do not publish any information that has not been released for public consumption. If in doubt, consult with your supervisor and get advice. If asked to comment specifically, refer such queries to the Moderator.

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E.1.04.05 Promote a Healthy and Safe Online Community: Report any abuse of this policy or suspected cyber bullying to your supervisor. Students who are experiencing any abuse via these channels should report such abuse to their instructor or student services.

E.1.04.06 Respect Copyright and Fair Use: When posting, be mindful of the copyright and intellectual property rights of others and of the College.

E.1.04.07 Represent Our College Well: Those who are posting on the Collegeâ&#x20AC;&#x2122;s official social platforms should do so remembering that they are the online voice of the College and should represent the College accordingly.

E.1.04.08 Respect College Time and Property: Social media does have professional uses including networking, professional development, and the opportunity for collaboration; however users should not abuse corporate access.

E.1.04.09 Considerations for Institutional Social Engagement a) Connect to the College: All College social media sites need to coordinate with other NWC sites and their content. All institutional pages must have an appointed staff member who is identified as being responsible for content and liaising with the College moderator. b) Acknowledge Who You Are: Those granted authority to represent NWC when posting on a social media platform need to acknowledge who they are when posting. c) Have a Plan: Anyone contributing to or managing a college site should consider the voice, messages, audiences, and goals, as well as a strategy for keeping information on social media sites up-to-date. d) Link Back to the College: Whenever possible, all social engagement needs to link back to the NWC website. Ideally, posts should be very brief; redirecting a visitor to content that already resides within the NWC main Facebook page or website. When linking to a news article about NWC, check first to see whether you can link to a release on the website instead of to a publication or other media outlet.

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e) Protect the Institutional Voice: Posts on social media sites should protect the College’s institutional voice by remaining professional in tone and in good taste. Staff should not construe program or departmental sites as representing the College’s institutional voice.

As a result when naming pages or accounts, selecting a profile picture or icon, and selecting content to post—names, profile images, and posts staff need to ensure that all is clearly linked to the intended use that the “sub-site” was designed for but is also considerate of the College’s institutional voice.

E.1.04.10 Considerations for Staff Participation on all Social Media Sites, Including Personal Sites a) Protect Confidential and Proprietary Information: Do not post confidential or proprietary information about NWC, students or staff.

Adhere to College privacy and confidentiality policies. Staff members who share confidential information or publicly disparage the College, other staff or students do so at the risk of disciplinary action. b) Respect Copyright and Fair Use: When posting, be mindful of the copyright and intellectual property rights of others and of the College. c) Don’t Use NWC for Endorsement: Do not use NWC’s name to promote a product, cause, or political party or candidate. ***

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX E - INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES PROCEDURE E 1.05 Subject:

College Ceremonies Protocol

Approval/Amendment Date(s): November 18, 1996 Associated Policy/Documents: Policy 8.03 College Ceremonies Protocol Next Review Date: E.1.05.01 Definition of Official College Functions: a) Events wholly or partly paid for out of College funds. b) Functions having College Board members, the President, or special guests from outside the College in attendance. c) Events that have invitations, certificates, or awards issued under the name of North West College. d) Events for recognition of achievement by volunteers, students, Board, or staff, and for functions designed to increase community awareness of College activities.

E.1.05.02 Committee: A planning committee will be established to organize the event.

E.1.05.03 Invitations: a) b) c) d)

Board members and senior management will be invited to all official functions.

College staff directly involved in the program will be invited.

Guests receiving recognition at the function will receive formal invitations.

The planning committee can invite guests as appropriate from College staff, College committees, sponsoring agencies, government officials, community agencies, and media. e) The planning committee will distribute all invitations, with the exception of those addressed to Board members, which will be given to the Executive Secretary for distribution. Invitations will be provided under cover of special event or approved invitation covers.

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f) The planning committee is responsible for production of the invitation inserts and program agendas.

E.1.05.04 Format of the program shall be submitted to the President for approval at least three weeks prior to the event. Attachment A is an outline to be used as a guide for program ceremony format.

E.1.05.05 Dates of official events during the College year should be established at least two months in advance and must be submitted to Senior Management Committee for approval.

E.1.05.06 The planning committee must forward the list of invitees, speakers, and guests receiving recognition to the Executive Secretary for approval and information prior to invitations being sent.

E.1.05.07 Questions regarding protocol should be directed to the Executive Secretary.

E.1.05.08 Attachment(s) a) Attachment A: Program Format ***

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Attachment A Program Format Master of Ceremony The planning committee will provide their recommendation for Master of Ceremonies.

The President will make the final appointment.

Grace Grace will be said whenever a meal is provided. The planning committee will select a person to say grace.

Introduction of Head Table If there is a head table, the Master of Ceremonies will make head table introductions.

Introduction of Special Guests by Master of Ceremonies College representatives and all special guest will be introduced.

Introduction of Speakers by Master of Ceremonies If speeches are appropriate, speakers will be given a time limit in which to deliver their speech.

Speeches must be presented in the following order: a) Board Chairperson b) President c) Main Speaker d) Additional Speaker (at the discretion of the planning committee) If a guest speaker is unable to attend the function and has sent a designate, the designate will be introduced as a special guest at the appropriate time; however, no speech is to be given by that designate unless s/he is delivering the otherâ&#x20AC;&#x2122;s remarks.

Presentation of Certificates and Awards a) The President and Board representative will hand out awards and certificates to recipients. b) When students are being presented, the class instructor will call recipients to receive their certificates; the President and Board representative will hand out awards and certificates to recipients. c) Any high level official present, such as a program partner representative, should be invited to extend congratulations alongside North West College officials.

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NORTH WEST COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES APPENDIX E - INFORMATION & MATERIAL MANAGEMENT, ADVANCEMENT & COMMUNICATIONS PROCEDURES PROCEDURE E. 1.06 Subject:

Records Retention and Disposal

Approval/Amendment Date(s): December 5, 2019 Associated Procedure/Documents: Policy 7.04 Records Retention and Disposal Next Review Date: Procedures: E.1.06.01 All responsibility centres of the College shall ensure records are retained for the period of time set out in the Records Retention Schedule.

E.1.06.02 Each responsibility centre is responsible for the ongoing process of identifying its records which have met the required retention period and recommending destruction thereof.

E.1.06.03 The retention periods referred to in the Records Retention Schedule relate only to records in paper form.

E.1.06.04 Any document not listed in the Records Retention Schedule shall be retained for a period of seven (7) years from date on which it was created unless any one or more of them should be retained for archival purposes.

E.1.06.05 Permission for the destruction of records must be given by the Director of Finance and Administration or Director of Programs prior to their destruction.

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E.1.06.06 When records have been identified as those to be destroyed, and permission to do so has been given by the Director of Finance and Administration or Director of Programs, the records are to be shredded or identified for Confidential Recycling.

E.1.06.07 Where records are to be kept permanently, duplicate records of any kind, not used as working copies, shall be eliminated keeping only the original.

E.1.06.08 A record of all files destroyed must be retained with a copy provided to Administration.

E.1.06.09 Attachment(s): a) Attachment A: Records Retention Schedule ***

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E.1.06.09 ATTACHMENT A RECORDS RETENTION SCHEDULE SIX (6) months

Applications/Resumes for Employment

ONE (1) year

Correspondence, General: e.g., congratulations, greetings, etc.

Job resumes for posted positions/Interview Notes

TWO (2) years

Agendas Day Files Insurance Policies – Expired

FIVE (5) years

Correspondence, General Correspondence, Public Relations Detailed Budget Working Papers Equipment Inventory Records Purchasing Documentation (Purchasing, Receiving & Stores)

SEVEN (7) years

Accident Reports Bank Deposit Books/Bank Statements Bills of Lading Bond Applications Budgetary Information Capital Project Documentation Correspondence, Special Projects and tenders Donation Receipts Employee Records (after termination) Expense Reports Federal Income Tax Returns Insurance – Disability and Pension Insurance Policies – Property, Liability, etc.

Inventories Year-end Job Postings Legal Correspondence, Agreements, Contracts, (after expiration) Miscellaneous Contracts and Agreements (after expired) Payroll Data – Part-time employees (after termination) Purchase Orders Asset Requisitions Research Projects Safety and Occupational Health Correspondence Scholarships, Bursaries Source Documentation – Invoices, Sales Summaries, AJEs Student Loans Student Medical Records Sick Leave Reports

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PERMANENT RECORD

Annual Reports Archival Information Audited Financial Statements Board Minutes Bylaws Collective Agreements Committee Minutes Construction Projects in Excess of $50,000 Course Calendars Credit Course Outlines Ledgers and Journals Legal Deeds and Leases Mission and Goals Statements Pension/Superannuation Reports Permanent Student Record Files Personnel Files (active employees) Property Documentation Records of Files Destroyed

***

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