Policies and procedures

College policies, procedures, practices and guidelines

Conestoga College has a number of policies, procedures, and practices to govern its operation. These documents are meant to provide guidance and advice to members of the college community, in a number of academic and operational areas. Within the college, each functional area develops, maintains, and revises these documents to reflect current needs and realities.

Policies, procedures, and practices are meant to guide members of the college community in their day-to-day dealings. Students, staff, faculty and others can refer to these documents for guidance in a number of matters.

Each document indicates which area of the college has responsibility for practical oversight pertaining to that document. Individual areas have responsibility for keeping documents current. If you require further information or clarification, please contact the department concerned.

As accurate as the web version of these documents may be, should any dispute arise as to the currency of a policy, procedure, or practice, the written copy of the document that is maintained by the department or area concerned shall be deemed to be in force.

Academic Administration

Academic policies, procedures and guidelines - general

Document nameEffective dateRevised / ReviewedRelated documentsEffective dateRevised / Reviewed
Academic Advancement and Achievement Policy 09/11/2019



Academic Agreement Policy
​01/13/2020

Academic Credential Procedure 09/01/201006/17/2021



Academic Dispute Resolution and Appeal Policy
09/01/200701/13/2020
Academic Dispute Resolution and Appeal Procedure 09/01/2007 02/07/2020



Admission Decision Dispute Resolution and Appeal Procedure - Post Secondary 09/01/2010 01/13/2020
Academic Freedom Policy 01/18/2012
01/13/2020



Academic Offences Policy 09/05/2007 05/09/2018 Academic Offences Procedure 09/05/2007 03/08/2019
Admissions Policy
​09/01/2010
​01/19/2022
Admissions Procedure02/04/2015
0​1/19/2022



Admission Decision Dispute Resolution and Appeal Procedure - Post Secondary
​09/01/2010​01/13/2020



Readmission Procedure
09/01/2010 01/13/2020
Clearance of Academic Deficiency Policy 09/01/2007
08/21/2020
Clearance of Academic Deficiency Procedure 09/01/2007 06/20/2019
Convocation Procedure 04/01/2011 01/13/2020



Copyright Policy 12/01/2012 11/15/2019



Course Delivery Procedure
​01/13/2020
09/14/2022

Credit Transfer Policy 03/18/201501/31/2024 Credit Transfer Procedure
03/18/2015
01/31/2024
Discontinuance Procedure 09/01/2007 09/11/2019


Evaluation of Student Learning Policy 09/01/2014
06/17/2021 Evaluation of Student Learning Procedure09/01/201408/18/2023
Faculty Support and Development Policy
0​1/13/2020

General Education and Degree Breadth Policy 04/29/20093/20/2019


Grading Procedure 09/01/2015 6/29/2022



​International Student Withdrawal and Refund Procedure
​01/13/2020
James Church Procedure 04/01/2012
11/15/2019



MasterCraft Award Procedure 01/26/2011 06/08/2022


Off-campus Activities Policy​ 05/01/201708/18/2023
Off-campus Activities Procedure
05/01/201708/18/2023
Online Learning Technology Policy​ 09/21/2016
01/05/2022



Posthumous Credential Process
​08/18/2023
Prior Learning Assessment and Recognition (PLAR) Policy 09/01/2007 08/25/2021
Prior Learning Assessment and Recognition (PLAR) Procedure
09/01/2007
08/25/2021
Program Advisory Committees Policy 12/17/20142/16/2022
Program Advisory Committee Procedure 12/17/2014 09/14/2022
Program and Course Withdrawal and Refund Procedure
12/16/2015
01/13/2020



Promotion Decision Procedure 09/01/201102/24/2021



Religious Holy Day and Spiritual Observance Policy 03/05/201401/31/2024 Religious Holy Day and Spiritual Observance Procedure 03/05/2014
01/31/2024
Review of Policies and Procedures Policy 04/10/2013 11/06/2019
Review of Policies and Procedures Procedure 04/10/2013 11/6/2019
Selection of Convocation Speakers Procedure
05/08/201205/21/2013


Student Awards Policy
​10/21/2009
​11/03/2016
Student Awards Procedure
​10/21/2009
​11/03/2016
Student Enrolment Procedure Full-time Cohort Program
0​1/13/2020

Student Fee Invoicing and Payment Procedure 05/01/20151/13/2020
   
Student Feedback Policy 08/26/2009 11/15/2019



​Student Fees Policy
​06/01/2011
​1/13/2020

​Work-Integrated Learning Policy
0​9/30/2009
​12/06/2022

Curriculum

Document Name
Effective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
Apprenticeship Program Management Procedure 6/21/2017



Course Development Procedure 3/10/2015
1/13/2020
Course Revision Procedure 3/10/2015
1/13/2020
New and Revised Provincial Program Standards Implementation Procedure 11/1/2008 3/4/2019 Program Development Procedure 11/1/20083/4/2019
Program Quality Assurance Policy 4/26/20093/4/2019
Program Delivery Procedure 08/26/2009 1/13/2020
Program Review Procedure 11/1/2008 3/4/2019



Program Suspension and Cancellation Procedure 3/18/2015 3/4/2019



Student Appraisal of Teaching Procedure
3/4/2019




Degree development

Document NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
Baccalaureate Degree Promotion and Graduation Procedure
9/01/2022 02/16/2022


Honorary Degree Policy 06/01/2007 7/29/2009 Honorary Degree Procedure 6/01/2007 7/29/2009
Letter of Permission Procedure 03/18/20153/18/2015


Request to Register in a Conestoga Degree Course Procedure 06/11/2008 2/18/2015

Accessibility

Accessibility policies, procedures and guidelines

Document nameEffective dateRevised / ReviewedRelated documentsEffective dateRevised / Reviewed
Accessibility Policy and Multi-year Plan
1/1/20121/13/2020



Student Accommodation Policy 1/13/2020 Student Accommodation Procedure 1/13/2020
Student Service Animal Policy
1/13/2020 Student Service Animal Procedure
1/13/2020
External Relations

External Relations policies, procedures and guidelines

Document nameEffective dateRevised / ReviewedRelated documentsEffective dateRevised / Reviewed
Naming Policy8/26/20098/17/2018 Naming Procedure 02/26/200911/5/2014
Gift-in-Kind Form12/10/201412/10/2014
Finance

Finance policies, procedures and guidelines

Document nameEffective dateRevised / ReviewedRelated documentsEffective dateRevised / Reviewed
Honorarium Policy
9/11/2019 Honorarium Procedure
9/11/2019
Signing Authority Policy
9/11/2019
Travel Meals and Hospitality Expenses Policy
04/1/2020
11/11/2020
Human Resources

Human Resources policies, procedures and guidelines

Document nameEffective dateRevised / ReviewedRelated documentsEffective DateRevised / Reviewed
Accommodation for Employees with Disabilities
7/17/2007 4/14/2014
Discrimination & Harassment Prevention Policy
​11/25/2020
Discrimination & Harassment Prevention Procedure – Complaints Against Employees
​​11/25/2020


Discrimination and/or Harassment Complaint Form (for complaints against employees)



Discrimination & Harassment Prevention Procedure – Complaints Against Students
​​11/25/2020

Discrimination and/or Harassment Complaint Form (for complaints against students)
E-mail, Voice Mail and Corporate Calendar Policy
9/1/2010 E-mail, Voice Mail and Corporate Calendar Guidelines
9/1/2010
Employee Code of Conduct Policy
5/1/20098/29/2014
Employee Sexual Misconduct Policy
7/1/2023

On-Campus Student Hiring Policy
6/9/20173/4/2019
On-Campus Student Hiring Procedure
6/19/20173/4/2019
Standard Hours of Operation Policy
5/2/2011 5/2/2011
Social Media Guidelines for Conestoga Employees
August 2014

Information Technology

Information Technology policies, procedures and guidelines

Document nameEffective dateRevised / ReviewedRelated documentsEffective DateRevised / Reviewed
Acceptable Use of Technology Policy
09/28/2011 9/26/2014 9/28/2011

1/12/2012
9/26/2014

9/26/2014
Password Policy
​02/01/2022

Technology Lifecycle Management Policy
08/18/2023
08/18/2023

08/18/2023

Office of the President

Office of the President policies, procedures and guidelines

Document nameEffective dateRevised / ReviewedRelated documentsEffective DateRevised / Reviewed
Conestoga Coat of Arms Policy04/01/2012



COVID Community Safety Policy
0​9/07/2021
Policy on hold
​Inclement Weather Days Guidelines
​05/25/2022
Sexual and Gender-based Violence Policy
10/26/2022

Appendix: Sexual and Gender-based Violence Resources
10/26/2022
Policy Statement on Upholding Free Speech
01/01/201912/17/2018
Privacy, Risk, and Information Governance

Privacy, Risk, and Information Governance policies, procedures and guidelines

Document nameEffective dateRevised / ReviewedRelated documentsEffective DateRevised / Reviewed
Enterprise Risk Management Policy
​​06/22/2022

Out-of-Province and Remote Travel Risk Management Policy
0​8/18/2023
Protection of Personal Health Information Policy
​3/17/2021

​​
​Protection of Privacy Policy
​01/06/2022
Privacy Breach Procedure

Guidelines to Apply Fee Schedule to Access Requests
​01/06/2022

05/25/2022

Records and Information Management Policy
12/08/2021
12/08/2021


05/25/2022


05/25/2022


Retention Procedure
​12/08/2021
Appendix A: Retention Schedule
​12/08/2021
12/08/2022
Procurement and Contract Services

Procurement staff maintain membership in both Supply Chain Canada and Ontario Public Buyers Association and subscribe to the principles and ethics of these associations.

Procurement policies, procedures and guidelines

Document nameEffective dateRevised / ReviewedRelated documentsEffective dateRevised / Reviewed
Asset Disposal Procedure06/22/2016 
Competitive Procurement Procedure
04/14/201002/11/2016
Purchase Order Terms and Conditions07/11/2023

Purchasing Policy and Code of Ethics04/14/2010
12/22/2015
Procurement Procedure Relative to Value
11/18/2020
06/01/2023
Vendor Guide
12/1/201502/01/2024
Research

Conestoga's Office of Research Services (ORS) develops and maintains the documents related to the conduct of research. All research policies are reviewed and approved by the Research Board, Policies & Procedures Committee and the Academic Coordinating Committee.      

Research policies, procedures and guidelines

Document nameEffective dateRevised / Reviewed date
Applied Research Policy (pdf) 11/11/20039/4/2014
​Commercialization Policy (pdf)
​12/15/2022
Completing Proposals and Applications for Research Funding Policy (pdf) 9/24/2014
Completing Proposals and Applications for Research Funding Procedure (pdf) 9/24/2014
Conflict of Interest in Research Policy (pdf)
3/27/20069/4/2014
Environmental Protection within Research Policy (pdf) 9/25/2014
Intellectual Property Policy (pdf)
4/10/201311/28/2018
Research Integrity Policy (pdf)
3/24/200612/4/2013
Research Involving Animals Policy (pdf)
11/01/20039/24/2014
Research Involving Chemical, Biological, or Radioactive Hazards Policy (pdf) 3/01/20069/24/2014
Student Rights in Research Policy (pdf)
3/27/20069/4/2014
Survey Policy (pdf) 5/9/2018
Survey Procedure (pdf)
5/9/2018
Safety and Security

Safety and Security policies, procedures and guidelines

Document nameEffective dateRevised / ReviewedRelated documentsEffective dateRevised / Reviewed
Occupational Health and Safety Policy
​02/04/2010
​01/17/2024
Smoking Restriction Policy
06/05/2015
09/14/2022

Substance Use Guidelines
10/17/2018
Workplace Violence Prevention Policy
11/05/2014
05/23/2023
Student Affairs

Student Affairs policies, procedures and guidelines

Document nameEffective dateRevised / ReviewedRelated documentsEffective dateRevised / Reviewed
Co-Curricular Recognition Policy9/1/2014
Co-Curricular Recognition Procedure9/1/2014

Personal Health Information Protection Act, 2004 (PHIPA) - Statement
​3/17/2021
​​
Student Rights and Responsibilities Policy
​10/1/2018
​10/19/2022
Student Rights and Responsibilities Procedure

Student Expectations for Online Engagement
​10/1/2018


9/25/2020
10/19/2022


09/29/2022