These Procedures are implemented pursuant to the Recognition – Physical Naming Policy (the “Policy”). The below outlines the procedures for Naming, including approval, re-Naming, revocation and retirement pursuant to the Policy. Procedures for renewal or extension of Naming are also set out below.

2. Definitions

All capitalized terms not otherwise defined in these Procedures shall have the same meaning given to such terms as in the Policy.

3. Naming Procedures – Donor Recognition

Proposals Process

a) Prior to committing to a Donor the Naming of a University Asset to recognize the Donor, University personnel are required to submit recommendations for Naming to the Vice-President Advancement for review.

b) The Vice-President Advancement will conduct a preliminary consultation with relevant University stakeholders to identify any initial conflicts or concerns regarding the proposed Naming (for example, if the proposed University Asset is available for a naming opportunity).

c) If no initial conflicts or concerns are identified during the preliminary consultation, the Vice-President Advancement or their delegate will invite the University personnel to submit a formal proposal in the form of a "Naming Approval Memo".

Naming Approval Process

d) Only naming proposals set out in a Naming Approval Memo that have been reviewed and accepted by the Vice-President Advancement will be presented to the Board of Governors or the President, or their designate, for approval in accordance with the Policy.

e) No commitment can be made, whether orally or in writing, to a Donor nor can terms be finalized relating to a Naming with a Donor, without the approvals in Section 3(d) being obtained and the process set out in this Section 3 being followed.

Documentation of Terms related to a Naming

f) Terms related to a Naming should also be outlined in documentation such as a Gift Agreement or other recognition document, as appropriate, and will be subject to Vice-President Advancement review and approval per the University's Gift and Sponsorship Acceptance Policy. Terms may include, but are not limited to, duration of Naming, minimum pledge payments required for public acknowledgement and/or recognition, signage to be mounted, types of signage and location, etc.

4. Naming Procedures – Honorific Recognition

Honorific Naming Proposals Process

a) Any individual or group within the University community may propose to the Vice-President Advancement an honorific Naming.

b) University personnel are required to submit recommendations for honorific Naming to the Vice-President Advancement for review.

c) The Vice-President Advancement will conduct a preliminary consultation with relevant University stakeholders to identify any initial conflicts or concerns regarding the proposed honorific Naming (for example, if the proposed University Asset is available for an honorific naming opportunity and a due diligence check).

d) If no initial conflicts or concerns are identified during the preliminary consultation, the Vice-President Advancement or their delegate will invite University personnel to submit a formal proposal in the form of an "Honorific Naming Approval Memo".

Honorific Naming Approval Process

e) Only honorific Naming proposals set out in an Honorific Naming Approval Memo that have been reviewed and accepted by the Vice-President Advancement will be presented to the Board of Governors or the President, or their designate, for approval in accordance with the Policy.

f) No commitment can be made, whether orally or in writing, to the individual or group within the University community who proposed the honorific Naming, nor can terms be finalized relating to an honorific Naming, without the approvals in Section 4(e) being obtained and the Process set out in this Section 4 being followed.

Documentation of Terms related to an honorific Naming

g) Terms related to an honorific Naming should also be outlined in documentation such as a Memorandum of Understanding (MOU) or other recognition document, as appropriate, and will be subject to Vice-President Advancement review and approval. Terms may include, but are not limited to, duration of honorific Naming, requirements for public acknowledgement and/or recognition, signage to be mounted, types of signage and location, etc.

5. Naming Revocation, Re-Naming (including naming of another comparable room or facility) or Retiring of Naming Procedures

Proposals Process

a) Any University personnel may submit recommendations to the Vice-President Advancement, for review, proposing the revocation, re-Naming, or retirement of a Naming.

b) The Vice-President Advancement will conduct a preliminary consultation with relevant University stakeholders to identify any initial conflicts or concerns regarding the proposed revocation, re-Naming or retirement of the Naming.

c) If no initial conflicts or concerns are identified during the preliminary consultation, the Vice-President Advancement will invite University personnel to submit a formal Approval Memo

Approval Process

d) Only proposals in an Approval Memo that have been reviewed and accepted by the Vice-President Advancement will be presented to the Board of Governors or the President or their designate, for approval in accordance with the Policy.

6. Renewal / Extension of Naming Procedures

a) Any University personnel may submit recommendations to the Vice-President Advancement, for review, proposing the renewal or extension of a Naming.

b) The Vice-President Advancement will conduct a preliminary consultation with relevant University stakeholders to identify any initial conflicts or concerns regarding the proposed renewal/extension of the Naming.

c) If no initial conflicts or concerns are identified during the preliminary consultation, the Vice-President Advancement will invite University personnel to submit a formal Approval Memo.

Approval Process

d) Only proposals in an Approval Memo that have been reviewed and accepted by the Vice-President Advancement will be presented to the Board of Governors or the President or their designate, for approval in accordance with the Policy.

7. Review

The Vice-President Advancement is responsible for the review of this Procedure every five (5) years at a minimum.

The post Recognition - Physical Naming, Procedure appeared first on Secretariat Policies.

This Policy governs naming opportunities of University Assets at 91��ɫ (the “University”) to recognize exceptional philanthropic contributions and generous benefactions from individuals, corporations, and foundations to the University, as well as to honor distinguished individuals or entities for extraordinary and outstanding contributions to humanity, the community, or society at large.

2. Purpose

The purpose of this Policy is to provide clarity and transparency concerning the authority and processes by which University Assets are named, and to ensure all University Assets are named in accordance with the University’s vision, mission and values and related University policies, procedures, and guidelines to ensure the Naming process is thoughtful, consistent and equitable.

3. Scope and Application

3.1 This Policy applies whenever consideration is being given to the Naming of a University Asset as this term is defined in section 4 below.

3.2 This Policy applies to a Naming to recognize Donors, as well as an honorific Naming to honor distinguished individuals or entities that does not involve a Gift to the University. Acceptance of donations by the University is governed by the University’s Gift and Sponsorship Acceptance Policy.

3.3 University Assets covered by this Policy include, without limitation:

a. buildings, wings of buildings, and building components, etc.;

b. interior rooms and spaces such as classrooms, student lounges, cafeterias and eateries, theatres and auditoriums, etc.;

c. exterior University spaces (such as roads, open physical spaces, gardens, walkways, commons, squares and courtyards, etc.); and

d. other physical University assets as deemed appropriate from time to time by the President.

3.4 The criteria guiding the establishment of Naming under this Policy is the advancement of the University’s vision, mission, and values and its ability to act independently in the fulfillment of its charitable purposes set out in the 91��ɫ Act, 1965.

3.5 The paramount considerations in the selection of a name or, once approved, whether use of the name is continued shall be that the name enhances the profile and reputation, or advances the academic mission, of the University.

3.6 The University will seek to recognize Donors and honor distinguished individuals or entities in accordance with its Decolonization, Equity, Diversity and Inclusion (DEDI) strategy, which upholds the fundamental belief that everyone should be treated fairly and equitably, with respect and dignity.

3.7 This Policy does not apply to the recognition of distinction or benefactions by the placing of plaques or other memorials on boulders, trees and benches, etc., where such recognition does not carry with it the Naming of a University Asset.

4. Definitions

When used in this Policy, the following terms shall have the following meanings:

Donor: a person or entity who has made a Gift to the University.

Gift: a voluntary transfer of property without valuable consideration to the Donor.

Gift Agreement: a written agreement between the University and a Donor that documents the terms and conditions of a Gift to the University, including terms of a proposed Naming in recognition of the Gift.

Memorandum of Understanding: a written document that outlines the terms and conditions of a proposed honorific Naming, acknowledged by the honored individual or entity, or individual or group proposing the honorific Naming.

Limited Term: a defined period of time with a start and end date.

Naming: the bestowing of the name of a person, family or entity on a University Asset under the provisions of this Policy.

Property: real property as defined in the 91��ɫ Act, 1965 and shall include leased property.

Substantial Renovation: a change in the functional use or operation of space in an existing building or other University Asset.

University Asset(s): a physical resource of property of the University including, without limitation, buildings, wings of building, building components including facilities, interior rooms and spaces such as classrooms, student lounges, cafeterias and eateries, theatres and auditoriums, and exterior University spaces such as roads, open physical spaces, gardens, walkways, commons, squares and courtyards.

Useful Life: the period during which the University Asset remains in use and serves its original function. It may or may not correspond with the University Asset’s actual physical life.

5. Policy

Approval Authority

5.1 Authority to approve a Naming is as follows:

a. the Board of Governors, on the recommendation of the President, shall determine the names of all buildings, wings of buildings, and exterior University spaces (such as roads, open physical spaces, gardens, walkways, commons, squares and courtyards); and

b. the President, or their designate(s), shall determine the name of all other areas or University Assets not set out in section 5.1.a above.

5.2 The procedures for Naming, including approval, re-Naming, revocation and retirement, pursuant to this Policy will be established from time to time by the Vice-President Advancement.

5.3 Naming terms will be outlined in documentation such as a Gift Agreement or other recognition document for Naming associated with a Gift, or a Memorandum of Understanding or other recognition document for honorific Naming, as applicable. Terms may include, but are not limited to, duration of the Limited Term of the Naming, signage to be mounted, types of signage, and location, etc.

Recognition Principles

5.4 Factors to be taken into account in considering a recommendation for the Naming of a University Asset associated with a Gift, include, but are not limited to, a benefactor's substantial financial or in-kind contribution towards the University or the capital or continuing operating cost of a University Asset.

5.5 Factors to be taken into account in considering a recommendation for the honorific Naming of a University Asset, include, but are not limited to, a sense of broad support in the University community for the Naming in recognition of the individual’s or entity’s contribution to the growth and reputation of the University or to society.

5.6 Where a University Asset has been named recognizing a Donor, the Naming will be honored for the Useful Life of the University Asset, or alternatively, for the stated Limited Term set out in the Gift Agreement or other recognition document, as applicable.

5.7 Where a University Asset has been named in connection with a honorific Naming, the Naming will be honored for the Useful Life of the University Asset, or alternatively, for the stated Limited Term set out in the Memorandum of Understanding or other recognition document, as applicable.

5.8 When the use of a University Asset changes as a result of evolving priorities and changing needs of the University, academic restructuring, Substantial Renovation, demolition or other reasons, the University may retain the Naming, name another comparable room or facility, or retire the Naming.

5.9 In cases as described in sections 5.6, 5.7 and 5.8, the University will make reasonable efforts to consult with the Donor, their heir, or designated successor, or with the honored individual or individual or group proposing an honorific Naming, as applicable, where possible. Where such contact is not possible, the University may, in its sole discretion, retain the Naming or name another comparable room or facility adhering as closely as possible to the original intent, or may choose to retire the Naming. The authority to name another comparable room or facility will follow the approval authority for Naming set out in section 1 above, and the authority to retire a Naming will follow the approval authority for retirement of a Naming set out in section 5.25 below.

5.10 Special Recognition

a. Any special recognition/public acknowledgement in connection with the Naming, which may include but is not limited to, special announcements, media releases, ceremonies or events will be agreed upon in documentation such as a Gift Agreement or other recognition document for Naming associated with a Gift, or a Memorandum of Understanding or other recognition document for honorific Naming, as applicable; and

b. The University reserves the right to select the time when a Naming is to be publicly announced in consultation with the Donor, honored individual or entity, or individual or group proposing an honorific Naming, where appropriate.

5.11 Renewal of a Naming that is for a Limited Term is subject to the terms of the applicable signed Gift Agreement, Memorandum of Understanding, or other recognition document, as applicable.

5.12 Where Naming is made in connection with a pledged Gift, Naming will take effect once the Gift is received by the University or a specific amount of the pledged Gift commitment is received by the University, as outlined in a Gift Agreement or other recognition document, as applicable.

5.13 The names of incumbent politicians or of current members of the University community, such as students, staff, faculty, Board members, etc., shall not be used for Naming purposes except in the most extraordinary of circumstances. Any exception requires the approval of the Board of Governors.

Plaques, Displays, and Other Physical Signage

5.14 The University reserves the right to decide on the place of physical displays and signage which may accompany a Naming. All plaques and signage are subject to University policies, guidelines, and protocols applicable to signage as they exist from time to time.

5.15 Plaques and signage recognizing a Naming shall be of generally uniform design and shall be consistent with the University’s branding guidelines as they exist from time to time.

5.16 Names may be abbreviated where there are space constraints such as in campus maps or in online communications.

5.17 The cost of signage will be included, where possible, in the University’s capital budget for a build or renovation. Where not possible, the costs will be met by the Division of Advancement or the respective Faculty, as appropriate.

5.18 Where possible, signage should be made of renewable materials, self-powered lighting, or using electronic displays.

Right to Revoke and Re-Name

5.19 The University reserves the right to revoke a Naming associated with a Gift or an honorific Naming where continuation of the Naming would:

a. contradict or be prejudicial to the mission and values of the University or its community;

b. constitute a significant and/or continuing impairment of the image or reputation of the University;

c. call into serious question the public respect of the University; or

d. imply the endorsement of a partisan political, or ideological position or a commercial product or service.

5.20 In addition to the rights of the University to revoke a Naming as set forth in section 5.19, the University retains the right to revoke a Naming in recognition of a Donor if the agreed-upon financial contributions from the Donor are significantly reduced, in the reasonable opinion of the University, and/or not addressed following reasonable notice to the Donor and an opportunity to rectify. Where the shortfall is not addressed by the Donor within a period of time reasonably determined by the University, the University:

a. may revoke the Naming and, in the University’s discretion, offer the Donor an alternate Naming commensurate with the actual giving level in keeping with the University’s practices at such time; and

b. in such case, the University shall not be required to return any portion of the donation already received.

5.21 In the event of a revocation of a Naming (other than revocation pursuant to section 5.20 above), the University reserves the right to refund to the Donor all or a portion of a donation in its sole discretion in compliance with applicable Canada Revenue Agency guidance.

5.22 The University shall inform the Donor or Donor representative in writing if the Naming in recognition of their Gift is assigned to be revoked.

5.23 The University may re-name a University Asset if the Naming for that University Asset is revoked in accordance with this Policy.

5.24 The University reserves the right (in consultation with the Donor, honored individual or entity, or individual or group proposing an honorific Naming, where possible) to change the Naming of a University Asset due to a change of circumstances, including where a Donor, honored individual or entity, or individual or group that proposed the honorific Naming, requests a change if, for example, a corporate Donor has changed its name or an individual has changed their name. Any re-Naming shall follow the Naming process set out in applicable University procedures and guidelines as they exist from time to time. Where a change of name is at the request of the Donor, honored individual or entity, or individual or group that proposed the honorific Naming, the University may request the Donor, honored individual or entity, or individual or group that proposed the honorific Naming, bear any expenses associated with the change (including but not limited to signage).

Revocation and Retirement Authority

5.25 Authority to revoke or retire a Naming is as follows:

a. Approval by the Board of Governors, on the recommendation of the President, shall be required for the revocation or retirement of the names of all buildings, wings of buildings, and exterior University spaces (such as roads, open physical spaces, gardens, walkways, commons, squares and courtyards); and

b. approval by the President, or their designate(s), shall be required for the revocation or retirement of the name of all other areas or University Assets not set out in section 5.25.a above.

Privacy, Intellectual Property, and Record Keeping

5.26 The University may release certain information about the Donor and Gift Agreement or other recognition document, as applicable, or about the honored individual or entity, or individual or group proposing an honorific Naming, and Memorandum of Understanding or other recognition document, as applicable, in accordance with University guidelines and the Ontario Freedom of Information and Protection of Privacy Act (FIPPA).

5.27 The University reserves all rights in the name of the University Asset and the right to develop any derivatives of the name as per section 5.16 of this Policy.

5.28 Fully executed Gift Agreements, Memoranda of Understanding, or other recognition documents, as applicable, and any related documents will be kept by the University for at least the Useful Life of the University Asset and, in keeping with University Common Records Schedule as may be amended from time to time, whichever is longer.

6. Roles & Responsibilities

The President is responsible for:

a. advising the Board of Governors on the Naming of buildings, wings of buildings, and exterior University spaces (such as roads, open physical spaces, gardens, walkways, commons, squares and courtyards), and

b. determining the Naming and revocation or retirement of Naming of all other areas or University Assets not set out in section 6.a above and approving all matters in connection with the design and location of plaques, physical displays or signage under this Policy.

The Vice-President Advancement is responsible for:

a. the implementation of this Policy,

b. the submission of Naming proposals to the President according to processes established in procedure pursuant to this Policy, and

c. establishing procedures and guidelines pursuant hereto from time-to-time regarding Naming and recognition as set out in this Policy.

7. Review

The Vice-President Advancement is responsible for the review of this Policy every five years at a minimum.

The post Recognition – Physical Naming Policy appeared first on Secretariat Policies.

1. Introduction et objectif

1.1 Sous réserve des dispositions du Règlement sur l’utilisation temporaire des locaux universitaires (le « Règlement TUUS »), l’Université 91��ɫ rendra, à sa discrétion, l’utilisation temporaire des locaux universitaires accessible aux membres de la communauté universitaire lorsque celle-ci est conforme aux principes reflétés dans l’objectif, la mission et les valeurs de l’Université.

1.2 L’objectif de cette directive est d’exposer les principes applicables à l’exercice par l’Université de son pouvoir discrétionnaire en vertu du Règlement TUUS, en fournissant clarté, cohérence et intelligibilité à tous les membres de la communauté de l’Université 91��ɫ et au grand public.

1.3 Comme indiqué dans le Code des droits et responsabilités des étudiants et dans diverses politiques de l’Université, notamment la Déclaration de politique sur la liberté d’expression, l’Université réaffirme son engagement en faveur du libre examen et de la liberté d’expression et défend le droit de tous les membres de la communauté universitaire et des invités à exprimer leurs opinions dans le respect de la loi et sans crainte d’intimidation ou de harcèlement. Dans toute utilisation de l’espace universitaire, bien que l’Université encourage et espère des échanges respectueux d’idées, il est entendu que la libre expression et la sécurité sont complémentaires.

1.4 En fournissant des locaux, l’Université 91��ɫ ne souscrit pas nécessairement à la philosophie, aux points de vue, aux croyances ou aux actions de tout utilisateur qui organise un événement ou une activité en vertu des présentes directives, ni ne les appuie.

2. Définitions

2.1 Dans la présente directive, les termes en majuscules ont la signification qui leur est donnée dans le Règlement TUUS.3

3. Communauté et locaux d’enseignement supérieur

3.1 En tout temps, l’Université cherche à exercer ses pouvoirs, administratifs, patrimoniaux et autres, conformément à ses objectifs fondamentaux en tant qu’institution d’enseignement supérieur. L’Université sert à l’avancement de l’apprentissage et à la diffusion des connaissances.

3.2 En ce qui concerne l’utilisation des locaux universitaires, les objectifs de l’enseignement supérieur exigent que l’Université favorise une communauté engagée envers ces mêmes fins. Les membres de la communauté universitaire ont besoin à la fois d’un échange d’idées ouvert et d’une garantie de sécurité personnelle sur la propriété de l’Université. L’expression et la sécurité ne sont pas des concepts opposés, mais des notions complémentaires. Chacune tire sa force de l’autre.

3.3 L’Université est investie de tous les pouvoirs nécessaires et peut les exercer pour atteindre les objectifs de l’enseignement supérieur sur ses propriétés. Elle cherche à offrir aux membres de la communauté universitaire la possibilité d’exprimer librement leurs idées et d’assurer la sécurité nécessaire pour ce faire.

3.4 Le Règlement TUUS est un élément important de ce cadre de l’Université en tant que communauté et espace physique d’enseignement supérieur.

3.5 En tant que propriétaire et occupant d’une propriété privée, l’Université a à la fois le pouvoir et l’obligation de veiller à ce que les locaux restent sécuritaires dans la mesure requise par la loi.

4. Liberté d’expression sur le campus

4.1 La liberté d’expression est au cœur de la société démocratique en général et du projet d’enseignement supérieur. Le libre examen ne peut exister sans la libre expression.

4.2 La liberté d’expression va au-delà de la liberté de parole; elle comprend les innombrables façons dont un individu peut exprimer son identité et elle est étroitement liée à d’autres normes, notamment l’association avec des idées, des groupes et des caractéristiques personnelles.

4.3 Des débats et délibérations ouverts sur la propriété de l’Université et dans les locaux de l’Université signifient que les membres de la communauté universitaire peuvent être exposés à des idées et des opinions qu’ils trouvent importunes, désagréables ou offensantes.

4.4 L’Université ne réprime pas l’expression sur sa propriété simplement parce que certaines personnes, ou même la plupart d’entre elles, la trouvent importune, désagréable ou offensante.

4.5 La liberté d’expression comporte des limites. L’Université peut imposer des limites lorsque cela est nécessaire pour garantir la réalisation de ses objectifs en tant qu’établissement d’enseignement supérieur, à condition que l’expression sur la propriété de l’Université soit conforme à la loi applicable.

4.6 En ce qui concerne l’expression, le Règlement TUUS vise à utiliser une analyse basée sur le risque qui protège l’expression lorsque cela est possible, garantit que tous les membres de la communauté universitaire coexistent dans le respect et la sécurité, et respecte la loi applicable.

5. Manifestations et rassemblements sur le campus

5.1 Les manifestations et les rassemblements sont des formes de libre expression, et l’Université respecte le droit des membres de la communauté universitaire d’exprimer pacifiquement leur accord ou leur désaccord sur la propriété de l’Université.

5.2 Le respect de l’Université pour l’expression pacifique ne s’étend pas aux comportements violents et illégaux. L’analyse des risques du Règlement TUUS vise à tout moment à identifier et à prévenir la violence et les comportements illicites sur la propriété de l’Université et dans les locaux universitaires.

5.3 Le respect de l’Université pour l’expression pacifique ne s’étend pas aux activités qui visent à priver les autres de leur capacité d’expression. L’analyse des risques du Règlement TUUS peut identifier et atténuer l’effet de répression des protestations, des manifestations et des rassemblements sur la propriété de l’Université et dans les locaux universitaires. Ceci est nécessaire à l’épanouissement d’une pluralité d’expression.

6. Communications et affichage d’événements

6.1 Les communications publiées pour faire la publicité d’un événement, pour le promouvoir, l’encourager, le coordonner ou le développer peuvent être utilisées par le Bureau TUUS et les organismes connexes dans le cadre du processus d’évaluation des risques et pour déterminer si un permis TUUS sera délivré ou maintenu en vertu du Règlement TUUS.

6.2 Lors de l’évaluation des risques posés par un événement, la source des communications peut être prise en compte (c’est-à-dire un prospectus officiel ou un prospectus non approuvé par l’entité organisatrice), mais la préoccupation centrale est de savoir s’il existe un risque qui ne peut être atténué par le processus d’évaluation TUUS décrit dans le Règlement TUUS. L’évaluation TUUS jaugera le risque qui est posé pour la sécurité des membres de la communauté universitaire et du public, quelle que soit la source de la communication.

6.3 Le contenu idéologique ou autre contenu expressif de la communication ne fait pas l’objet du Règlement TUUS en soi, mais peut faire l’objet d’un autre règlement, d’une autre politique, d’une autre procédure ou d’une autre directive de l’Université, selon le cas.

7. Interventions externes et personnes invitées lors d’événements sur les campus

7.1 Les personnes externes et invitées sont généralement autorisées à assister à des événements sur la propriété de l’Université pour lesquels un permis TUUS a été délivré. L’Université vise à promouvoir le libre échange d’idées et l’avancement des connaissances au sein de sa communauté universitaire et du grand public.

7.2 Le contenu idéologique ou tout autre contenu d’expression escompté lors d’interventions externes ne fait pas l’objet du Règlement TUUS en tant que tel, mais le processus d’évaluation TUUS décrit dans le Règlement TUUS peut déterminer s’il existe un risque qui ne peut être atténué par le processus décrit dans le Règlement TUUS. L’évaluation TUUS jaugera le risque que cela pose pour la sécurité des membres de la communauté universitaire et du public.

7.3 Le contenu idéologique ou autre contenu expressif d’un conférencier externe ou d’un invité ne fait pas l’objet du Règlement TUUS, en soi, mais peut faire l’objet d’un autre règlement, d’une autre politique, d’une autre procédure ou d’une autre directive de l’Université, selon le cas.

8. Révision

8.1 Cette directive sera révisée de temps à autre, le cas échéant. Pendant la révision, la directive restera en vigueur.

The post Utilisation temporaire des locaux universitaires (Directive) appeared first on Secretariat Policies.

1. PRÉAMBULE

1.1 Sous réserve des dispositions du présent règlement, l’Université 91��ɫ rendra, à sa discrétion, l’utilisation temporaire des locaux de l’Université accessible aux membres de la communauté universitaire lorsqu’elle est conforme aux principes reflétés dans l’objet, la mission et les valeurs de l’Université.

1.2 Comme indiqué dans le Code des droits et responsabilités des étudiants et dans diverses politiques de l’Université, notamment la Déclaration de politique sur la liberté d’expression, l’Université réaffirme son engagement en faveur du libre examen et de la liberté d’expression et défend le droit de tous les membres de la communauté universitaire et des invités à exprimer leurs opinions dans le respect de la loi et sans crainte d’intimidation ou de harcèlement. Dans toute utilisation de locaux universitaires, bien que l’Université encourage et espère des échanges respectueux d’idées, il est entendu que la libre expression et la sécurité sont complémentaires. En tant que telle, l’utilisation de locaux universitaires, y compris pour une manifestation ou un rassemblement, doit être conforme aux politiques, procédures, règlements et directives de l’Université.

1.3 En fournissant de l’espace, l’Université 91��ɫ ne souscrit pas nécessairement à la philosophie, aux points de vue, aux croyances ou aux actions de toute personne qui organise un événement ou une activité sur l’espace autorisé pour une utilisation temporaire en vertu du présent règlement, ni ne les appuie.

2. Objectif et compétence

2.1 Le présent règlement est établi par la présidente en vertu de l’article 13(2)(c) de la Charte de l’Université 91��ɫ, 1965 et par le conseil d’administration sur la recommandation de la présidente, en vertu des articles 10 et 13(2)(g) de la Charte de l’Université 91��ɫ, 1965.

2.2 Les terrains et édifices de l’Université 91��ɫ sont des propriétés privées et l’Université se réserve le droit de contrôler l’accès à ses campus et l’utilisation de ses locaux et installations.

2.3 Ce règlement énonce les privilèges et obligations associés à la délivrance de permis d’utilisation temporaire des locaux de l’Université. Sans limiter la généralité de ce qui précède, le présent règlement fournit des informations relatives à la réservation et à l’utilisation des locaux de l’Université, y compris le processus de demande et les attentes auxquelles est subordonnée l’autorisation d’utiliser temporairement les locaux de l’Université, afin de répondre aux objectifs complémentaires de la libre expression et de la sécurité des membres de la communauté universitaire.

2.4 Les organisations étudiantes sont encouragées et autorisées à organiser des activités et des événements et à s’engager dans la pleine expression de leurs opinions sur les campus de l’Université, conformément à la loi applicable et aux politiques, procédures, règlements et directives de l’Université.

2.5 91��ɫ soutient les activités et les événements organisés par les membres de la communauté universitaire dans les locaux de l’Université, en :

a. Établissant des applications, des procédures et des processus qui décrivent clairement les informations et les étapes nécessaires pour réserver et utiliser un local;

b. Mettant à disposition des outils accessibles permettant de réserver des locaux pour une utilisation temporaire;

c. Sensibilisant les membres de la communauté aux politiques, procédures et processus liés à la réservation et/ou à l’utilisation d’un local dans le but d’accueillir un événement ou une activité ou de protester contre l’événement ou l’activité d’une autre personne ou d’un groupe; et

d. Assurant la conformité aux politiques, procédures et règlements, directives et lois applicables de l’Université.

3. Portée et application

3.1 Ce règlement s’applique à tous les membres de la communauté étudiante, du personnel, du corps professoral, ainsi qu’aux instructeurs, bénévoles et invités de l’Université 91��ɫ, sur les campus de l’Université.

3.2 Le non-respect du présent règlement, ainsi que des procédures et lignes directrices connexes établies en vertu des présentes, peut entraîner des mesures disciplinaires en vertu de la politique, du règlement, du Code des droits et responsabilités des étudiants de l’Université, des conventions collectives ou d’emploi, des processus et politiques pertinents, ou d’autres mesures prévues par la loi.

4. Définitions

Dans ce règlement,

4.1 « Comité des relations avec les campus » désigne un comité établi en vertu de ce règlement, présidé par la vice-présidente des finances et de l’administration, et dont les membres comprennent, sans s’y limiter, des représentants des bureaux de la vice-rectrice aux affaires étudiantes et de la vice-présidente de l’équité, des personnes et de la culture. La structure et les procédures du Comité des relations avec les campus seront élaborées et maintenues par la vice-présidente des finances et de l’administration.

4.2 « Utilisateur admissible » désigne un individu ou une unité appartenant à l’une des catégories suivantes, qui peut demander à réserver des locaux et à les utiliser de manière temporaire.

a. Unité académique : programme universitaire, département, faculté, unité de recherche organisée, école ou tout autre bureau engagé dans des activités savantes, y compris l’enseignement et la recherche, comme défini dans le document Academic Unit Nomenclature : Characteristics and Guidelines.

b. Unité administrative : département ou unité qui fournit un service ou un soutien aux opérations universitaires et administratives de l’Université.

c. Groupe d’employés : groupe reconnu par l’Université comme étant le représentant d’une partie du personnel (p. ex. syndicat ou association, etc.).

d. Organisation étudiante : gouvernement étudiant ou organisation étudiante reconnue en vertu du Règlement présidentiel relatif aux organisations étudiantes.

e. Membre individuel de la communauté universitaire (pour un usage spécifique) : pour des travaux étudiants (par exemple, les recherches liées aux cours, y compris les tournages de films), qui sont soutenus par la direction du département concerné ou le directeur ou la directrice du cours, pour des recherches ou des travaux de cours des membres des corps professoral et enseignant qui sont soutenus par le doyen ou la doyenne, ou la présidence de la faculté respective.

f. Utilisateur externe : individu et/ou organisation qui n’appartient à aucun des groupes d’utilisateurs admissibles ci-dessus.

4.3 Par «��é��é�Ա𳾱�Գ���», on entend toute activité planifiée, annoncée et/ou sur invitation par nature, et qui est destinée à attirer des participants et/ou un public. Une manifestation, un rassemblement ou une activité similaire est également un événement. Les membres individuels de la communauté universitaire ne sont pas autorisés à organiser des événements et ne recevront pas de permis TUUS pour ceux-ci.

4.4 « Évaluation TUUS » signifie l’examen d’une demande d’utilisation temporaire d’un local universitaire, afin d’évaluer la conformité aux politiques, procédures, règlements et directives, et de déterminer le niveau des services de soutien ou des ressources supplémentaires nécessaires.

4.5 « Personne invitée » désigne une personne qui ne fait pas partie de la communauté universitaire et qui a été invitée par 91��ɫ à se rendre sur le campus ou à participer à des activités en personne.

4.6 « Agent local de réservation » désigne les départements et unités de l’Université qui ont la supervision de la gestion de certains locaux réservables pouvant être réservés directement par un utilisateur admissible. Les agents locaux de réservation sont chargés de veiller au respect des politiques, procédures, règlements et directives pertinents de l’Université. Bien que les locaux puissent être réservés auprès d’un agent local de réservation, les utilisateurs admissibles doivent demander un permis d’utilisation temporaire des locaux universitaires conformément au présent règlement.

4.7 « Bureau de l’utilisation temporaire de locaux universitaires » ou « Bureau TUUS » désigne le bureau responsable de l’examen et du traitement des demandes d’utilisation temporaire de locaux universitaires conformément aux procédures décrites dans ce règlement.

4.8 « Plan de sécurité » désigne un plan écrit résultant d’une évaluation TUUS, préparé par le Département de la sécurité communautaire (sécurité communautaire) en consultation avec un utilisateur admissible et le Bureau de l’utilisation temporaire de locaux universitaires, qui détermine les dangers et les risques pouvant être associés à une activité ou à un événement, ainsi que les mesures à employer pour atténuer ou éliminer ces risques. Les mesures d’atténuation des risques peuvent notamment inclure, l’établissement du nombre et du type de personnel de sécurité, le nombre de participants internes et/ou externes et d’autres mesures de santé et de sécurité.

4.9 « Pouvoir de signature » désigne la ou les personnes autorisées à conclure et à exécuter une convention d’utilisation temporaire d’un local universitaire, au nom d’un utilisateur admissible.

4.10 « Planification spéciale » signifie qu’une activité ou un événement est prévu par l’Université ou par un utilisateur admissible comme nécessitant des services de soutien spécialisés, des ressources, des plans opérationnels ou des plans de sécurité qui nécessitent un délai supplémentaire pour être élaborés ou sécurisés. Il peut s’agir d’événements impliquant des représentants du gouvernement, des participants externes, y compris des conférenciers, des célébrités, des sujets ou des activités susceptibles d’attirer l’attention des médias, des foules ou des manifestations. Il s’agit également d’événements qui peuvent présenter un risque élevé pour la sécurité des membres de la communauté, ou un risque de dommages causés aux biens de l’Université.

4.11 « Organisation étudiante » désigne un gouvernement étudiant ou une organisation étudiante reconnu en vertu du Règlement présidentiel relatif aux organisations étudiantes.

4.12 « Utilisation temporaire d’un local universitaire » ou « TUUS » désigne l’utilisation d’un local intérieur ou extérieur dans les bâtiments ou sur les terrains de l’Université, y compris les événements, à des fins autres que l’administration, l’enseignement des cours universitaires ou la recherche. L’utilisation temporaire d’un local universitaire ne s’applique pas aux locaux attribués dans le cadre du processus officiel d’attribution de locaux de l’Université, à une division universitaire ou administrative, ou à une unité de recherche organisée, à moins que le local attribué ne soit utilisé pour l’une des raisons suivantes :

a. une activité d’une organisation étudiante reconnue;

b. un événement qui nécessite des services de sécurité;

c. un événement au cours duquel de l’alcool est servi;

d. un événement ouvert au public;

e. une activité de plein air;

f. un tournage de film;

g. un événement pour lequel des frais d’admission ou d’inscription sont exigés; ou

h. une activité bénéficiant d’un parrainage quelconque de la part d’une organisation externe, comme un soutien financier ou administratif, ou un don de matériel.

4.13 « Permis d’utilisation temporaire de locaux universitaires » ou « Permis TUUS » désigne une approbation, qui est normalement délivrée par voie électronique à un utilisateur admissible, pour l’utilisation temporaire de locaux universitaires, après avoir rempli avec succès les obligations et procédures décrites dans ce règlement.

4.14 « Comité d’examen des événements du TUUS » : comité permanent établi conformément au présent règlement, dont la composition, les pouvoirs et les responsabilités sont définis à l’article 6.

4.15 « Membre de la communauté universitaire » désigne les membres de la communauté étudiante, du personnel, du corps professoral ou enseignant de l’Université 91��ɫ, ainsi que les bénévoles.

5. Demande d’utilisation temporaire des locaux universitaires.

5.1 Pour faire une demande d’utilisation temporaire d’un local universitaire, une personne ayant le pouvoir de signature pour un utilisateur admissible (pour un utilisateur externe, il s’agit d’un signataire dûment autorisé) doit remplir et soumettre un formulaire de demande de permis TUUS en ligne en utilisant une adresse électronique authentifiée par l’Université 91��ɫ, le cas échéant.  Une demande reçue d’une adresse électronique authentifiée de l’Université 91��ɫ est acceptable comme document signé, à condition que l’expéditeur soit un utilisateur admissible ayant le pouvoir de signature pour son organisation, son bureau ou toute autre unité.

a. Les utilisateurs admissibles affiliés à l’Université doivent soumettre leur demande TUUS au Bureau TUUS en utilisant une adresse électronique authentifiée par l’Université 91��ɫ. Une demande reçue d’une adresse électronique authentifiée de l’Université 91��ɫ est acceptable comme document signé, à condition que l’expéditeur soit un utilisateur admissible ayant le pouvoir de signature pour son organisation, son bureau ou toute autre unité.

b. Les utilisateurs externes désireux d’organiser un événement sur un campus de l’Université 91��ɫ doivent soumettre leur demande aux Services des résidences et des conférences de l’Université.

5.2 Toutes les demandes dûment remplies d’utilisation temporaire de locaux universitaires sont examinées et traitées par le Bureau TUUS conformément au présent règlement. En fonction de la nature et de la portée d’une proposition de TUUS, les demandes sont examinées et évaluées par les services/bureaux concernés. Le résultat de l’évaluation TUUS est communiqué à l’utilisateur admissible.

5.3 L’Université donnera la priorité aux demandes qui contribuent à l’enseignement, à la recherche et à l’érudition de l’Université.

5.4 Le délai de traitement d’une demande est lié à la portée et à l’ampleur d’une activité ou d’un événement, ainsi qu’à la nécessité et à la disponibilité de toute ressource supplémentaire déterminée par une évaluation TUUS.

5.5 Un utilisateur admissible peut jouer un rôle clé dans le temps de traitement d’une demande d’utilisation temporaire de local, en :

• demandant l’avis du bureau TUUS, avant de soumettre une demande, en particulier pour une activité ou un événement qui devrait nécessiter une planification spéciale;
• soumettant une demande dûment remplie le plus tôt possible avant le délai de traitement minimum requis;
• fournissant des informations détaillées sur le projet de TUUS et en soumettant tout document connexe indiqué sur le formulaire de demande;
• répondant en temps opportun aux demandes de suivi émanant du Bureau TUUS ou des secteurs de service; et
• permettant une certaine flexibilité quant au lieu, à la date, etc., d’une activité ou d’un événement (les lieux demandés dépendent de leur disponibilité).

5.6 Les demandes de permis TUUS impliquant des services de soutien minimaux de l’Université doivent être soumises au moins dix (10) jours ouvrables avant la date proposée pour le TUUS. Sans limiter la généralité de ce qui précède,

a. les demandes qui peuvent être traitées dans un délai de dix (10) jours sont généralement celles qui ne nécessitent qu’une évaluation minimale et aucune information supplémentaire, y compris les réunions sans participants, conférenciers et fournisseurs externes, ou les exigences de services spéciaux;

b. le paragraphe 5(6) n’inclut pas les demandes de TUUS nécessitant une planification spéciale; et

c. les demandes soumises avec un préavis de moins de dix (10) jours ouvrables seront traitées dans la mesure du possible.

5.7 Les demandes de permis TUUS qui nécessitent la soumission d’informations supplémentaires et/ou de certains services universitaires doivent être soumises au moins quinze (15) jours ouvrables avant la date proposée pour le TUUS. Sans limiter la généralité de ce qui précède,

a. les renseignements supplémentaires et les services universitaires visés au paragraphe 5(7) comprennent, sans s’y limiter, une preuve d’assurance; un laissez-passer sanitaire pour un traiteur ou un autre fournisseur de services externe; une demande de service pour un aménagement spécial du mobilier; et d’autres questions de même ampleur;

b. le paragraphe 5(7) n’inclut pas les demandes de TUUS nécessitant une planification spéciale;

c. les demandes soumises avec un préavis de moins de quinze (15) jours ouvrables seront traitées dans la mesure du possible.

5.8 Les demandes de permis TUUS qui nécessitent une planification spéciale doivent être soumises au moins trente (30) jours ouvrables avant la date proposée pour le TUUS.

5.9 Les demandes de permis TUUS qui nécessitent l’utilisation de plusieurs ressources internes et/ou externes et une planification spéciale importante doivent être soumises au moins trois (3) mois avant la date proposée pour le TUUS. Sans limiter la généralité de ce qui précède, les demandes nécessitant un préavis de trois (3) mois comprennent, mais ne sont pas limitées à :

a. des événements avec un grand nombre de participants;

b. des événements nécessitant l’utilisation de plusieurs salles, installations ou zones sur le campus; et

c. des événements nécessitant la coordination et le soutien de plusieurs services de l’Université.

Les utilisateurs admissibles sont invités à contacter les Services des résidences et des conférences pour les aider à élaborer un plan d’événement complet avant de soumettre une demande de permis TUUS.

5.10 Lorsqu’une demande de permis TUUS est reçue, le Bureau TUUS :

a. détermine l’admissibilité de la personne faisant la demande par rapport au présent règlement et vérifie que la demande est complète;

b. détermine la disponibilité et réserve provisoirement un local, le cas échéant;

c. consulte d’autres services ou bureaux qui pourraient avoir à évaluer la demande, si nécessaire :

i. Les demandes concernant des activités et des réunions de routine peuvent ne pas nécessiter de consultations avec d’autres services ou bureaux et peuvent être approuvées par le bureau TUUS.

ii. Les demandes d’événements seront examinées et évaluées par les services et bureaux compétents de l’Université en fonction des risques et des besoins en matière de services.

iii. Les demandes d’événements nécessitant une planification spéciale seront transmises au comité d’examen des événements du TUUS. Le comité d’examen des événements du TUUS peut convoquer une réunion avec l’utilisateur admissible et les représentants des services universitaires concernés afin d’examiner la demande et d’évaluer plus en détail les besoins en matière de services et/ou de planification, y compris la nécessité de plans de sécurité.

d. examine et vérifie que les annonces des événements sont conformes aux politiques, procédures, règlements et directives de l’Université, ainsi qu’aux lois applicables;

e. exerce son pouvoir discrétionnaire pour délivrer ou refuser la délivrance d’un permis TUUS électronique une fois que toutes les exigences d’une demande sont satisfaites, y compris toute exigence supplémentaire identifiée par l’évaluation TUUS et non mentionnée spécifiquement dans ce règlement;

f. envoie un avis électronique d’autorisation aux différents services et bureaux impliqués dans l’évaluation TUUS, notamment le Département de la sécurité communautaire et/ou les Services de gestion des risques.

5.11 Lorsqu’une évaluation est effectuée par le Département de la sécurité communautaire et/ou les Services de gestion des risques, un plan de sécurité peut être exigé. Lorsqu’un plan de sécurité formel n’est pas requis, les organisateurs restent à tout moment responsables du respect de la capacité de la salle, du maintien d’un accès clair et facile à toutes les portes d’entrée/sortie et du respect des autres codes de sécurité et d’incendie.

5.12 Sur la base de l’évaluation TUUS, l’Université peut, comme condition de réservation d’un local, exiger que des agents de sécurité mandatés par l’Université soient disponibles pendant l’utilisation du local. L’Université peut exiger que ces frais de sécurité soient à la charge de l’utilisateur admissible.

5.13 Dans tous les cas, sans exception, le recours à du personnel de sécurité privé ou à des agents de police rémunérés pour un événement dans les locaux de l’Université doit être coordonné par le Département de la sécurité communautaire. Aucun personnel de sécurité externe à l’Université, bénévole ou autre, n’est autorisé à assister à un événement sur le campus sans l’approbation écrite préalable du Département de la sécurité communautaire.

5.14 Si des informations supplémentaires sont demandées, l’utilisateur devra en couvrir tous les coûts associés. Les utilisateurs sont tenus de couvrir tous les coûts liés à l’utilisation du local.

6. Comité de révision des événements du TUUS

6.1 Le comité d’examen des événements du TUUS est un comité permanent qui comprend des membres de divers services et bureaux et qui évalue les demandes TUUS nécessitant une planification spéciale conformément à la section 5(10)(c)(iii) de ce règlement.

6.2 L’objectif principal du Comité d’examen des événements du TUUS est d’examiner les propositions qui nécessitent une planification spéciale et de fournir une orientation, un soutien, des recommandations et/ou des décisions sur les mesures à prendre pour permettre aux événements de se dérouler dans les locaux de l’Université.

6.3 Le comité d’examen des événements du TUUS chargé d’examiner un événement nécessitant une planification spéciale peut comprendre, sans s’y limiter, le ou la gestionnaire des services ou bureaux universitaires suivants :

a. Services de gestion des risques;

b. Département de la sécurité communautaire;

c. Services des installations :

d. Services auxiliaires;

e. Développement de la communauté étudiante et du leadership; et

f. Centre des droits de la personne, de l’équité et de l’inclusion.

6.4 Le comité d’examen des événements du TUUS sera présidé par le directeur général des Services auxiliaires, qui informera le comité des détails de la demande.

6.5 Le comité d’examen des événements du TUUS peut inviter un utilisateur admissible à une ou plusieurs réunions pour discuter de la manifestation proposée afin de mieux élaborer les recommandations et les décisions relatives aux conditions requises pour que l’événement puisse avoir lieu.

6.6 Lorsque les recommandations du comité d’examen des événements du TUUS sont acceptées par l’utilisateur admissible, un permis TUUS peut être délivré par le bureau TUUS.

6.7 Le Comité d’examen des événements du TUUS consultera le Comité des relations avec le campus sur les prochaines étapes, si l’évaluation d’un événement proposé par le Comité d’examen des événements du TUUS conclut que celui-ci présente l’un des risques suivants qui ne peuvent être gérés de manière adéquate avec les ressources existantes de l’Université :

a. risque pour la sécurité et le bien-être des membres de la communauté universitaire et/ou du grand public;

b. risque de dommages causés aux biens de l’Université; ou

c. risque de non-conformité à la loi et/ou aux politiques, procédures, règlements ou directives de l’Université.

6.8 Après consultation du Comité des relations avec les campus, l’utilisateur admissible sera informé par le bureau TUUS de l’une des situations suivantes :

a. des modifications suggérées à l’événement pour l’autoriser; ou

b. la décision et les raisons pour lesquelles l’événement ne sera pas autorisé, ainsi que des informations concernant la procédure et les recours.

7. Comité d’appel

7.1 Les utilisateurs admissibles peuvent en appeler auprès de la rectrice d’une décision de refus de délivrance d’un permis TUUS.

7.2 Les décisions d’appel prises par la rectrice seront définitives et seront communiquées à l’utilisateur admissible et aux départements concernés.

7.3 La procédure d’appel est la suivante :

a. L’utilisateur admissible soumet une déclaration d’appel écrite au Bureau TUUS dans les cinq (5) jours ouvrables suivant la réception de l’avis de refus de délivrance du permis, expliquant pourquoi il estime que les motifs du refus sont incorrects et comment les risques identifiés dans les motifs du refus peuvent être traités.

b. La rectrice peut choisir d’inviter l’utilisateur admissible ou le signataire autorisé à une réunion pour aider à statuer sur l’appel. La rectrice se réserve le droit de statuer sur l’appel exclusivement sur la base des observations écrites.

c. La rectrice rendra sa décision sur l’appel à l’utilisateur admissible par écrit, dans les cinq (5) jours ouvrables suivant la réception de la déclaration d’appel.

8. Permis et comportements interdits

8.1 Le Bureau TUUS délivrera un permis TUUS une fois que toutes les exigences de l’évaluation auront été satisfaites.

8.2 Lorsque l’évolution des circonstances modifie le risque lié à un événement pour lequel un permis TUUS a été délivré, l’utilisateur admissible peut être informé que l’événement est soumis à une réévaluation avec d’éventuelles modifications du permis TUUS.

8.3 Les utilisateurs admissibles sont responsables de la gestion de leurs événements afin de rester dans le cadre et les paramètres du permis TUUS délivré.

8.4 L’Université peut interrompre et mettre fin à un événement en cours lorsqu’il s’avère que l’événement dépasse le cadre de l’autorisation accordée, qu’il présente un risque pour la sécurité des membres de la communauté, qu’il perturbe les opérations universitaires ou administratives ou qu’il est contraire aux politiques et procédures applicables.

8.5 À l'exception des cérémonies de purification et de pipe, qui sont régies par la politique sur les cérémonies de purification et de pipe pour des raisons de sécurité et pour se conformer au Code de prévention des incendies de l’Ontario, les articles à flamme nue (par exemple, les bougies) ne sont pas autorisés à l’intérieur des bâtiments, notamment dans les couloirs, les halls et les atriums. De même, les feux de joie ne sont pas autorisés sur les campus universitaires.

8.6 Afin de permettre le bon fonctionnement des opérations universitaires et administratives de l’Université sans perturbation, la projection ou l’amplification de voix ou de sons n’est pas autorisée, sauf si une autorisation écrite expresse a été donnée au préalable par l’Université.

9. Report, annulation ou déplacement d’événements proposés ou approuvés

9.1 L’Université se réserve le droit de refuser une demande d’utilisation temporaire d’un local universitaire, de retirer l’autorisation d’un événement déjà approuvé, de reporter un événement déjà approuvé et/ou de déplacer un événement déjà approuvé dans les circonstances suivantes :

a. Si toutes les conditions applicables à la délivrance d’un permis TUUS n’ont pas été remplies par le demandeur dans le délai convenu avec le Bureau TUUS.

b. Si le local est nécessaire à des fins universitaires en raison de circonstances imprévues. La prestation du programme d’études et des examens a la priorité sur tous les autres événements et activités, et à ce titre, l’Université peut retirer l’autorisation d’un événement ou déplacer un événement si le local est requis à ces fins.

c. En cas d’urgence échappant au contrôle de l’Université (y compris, mais sans s’y limiter, un incendie, une catastrophe naturelle, des conditions météorologiques défavorables, un acte criminel ou toute autre menace) ou en cas d’événement survenant dans la communauté externe qui oblige l’Université à servir de refuge d’urgence et/ou à quitter les locaux de l’Université.

d. Si un événement approuvé est, en raison d’informations nouvellement acquises par l’Université, considéré comme dépassant le cadre du permis TUUS délivré.

e. Si les informations fournies par l’utilisateur admissible sur la nature et/ou la portée de l’événement étaient fausses ou incomplètes au point que l’évaluation de l’événement était matériellement compromise.

f. Si l’événement nécessite la présence de personnel de sécurité, d’agents de police rémunérés, de local et/ou d’autres mesures découlant de l’évaluation de l’événement, qui ne peuvent être organisées ou mises en place à temps pour celui-ci.

9.2 Dans tous les cas susmentionnés, l’Université peut exiger de fixer une nouvelle date, une nouvelle heure, un nouveau lieu, ou de procéder à une nouvelle évaluation de l’événement, et/ou de prévoir des services supplémentaires, et l’utilisateur admissible sera informé en conséquence.

9.3 L’Université prendra les mesures nécessaires pour faire respecter la loi, les politiques, les procédures, les règlements et les directives de l’Université, et pour assurer la sécurité des membres de la communauté, lors de l’examen d’une demande d’utilisation temporaire d’un local universitaire. Ainsi, une décision de l’Université de refuser une demande d’utilisation d’un local, ou de reporter ou d’annuler une demande d’utilisation d’un local déjà approuvée, s’appliquera à tous les locaux des campus de l’Université, y compris, mais sans s’y limiter, aux installations d’arts de la scène, aux installations sportives et récréatives et aux centres étudiants de l’Université 91��ɫ.

10. Révision

10.1 Ce règlement sera révisé tous les cinq ans. Pendant la révision, la politique restera en vigueur.

10.2 La vice-présidente des finances et de l’administration entreprendra et supervisera le processus de révision qui comprendra une consultation auprès de la population étudiante, des représentants des organisations étudiantes, du corps professoral, du personnel et d’autres membres de la communauté.

11. Entrée en vigueur

11.1 Ce règlement entrera pleinement en vigueur le 4 juillet 2022.

The post Utilisation temporaire des locaux universitaires (Politique) appeared first on Secretariat Policies.

1. Introduction and Purpose
   1. Subject to the terms of the Temporary Use of University Space Regulation (the “TUUS Regulation”), 91��ɫ will, in its discretion, make temporary use of University space accessible to members of the University community where the use of space is consistent with the principles reflected in the University’s purpose, mission, and values.
   2. The purpose of this Guideline is to outline the principles applicable to the University’s exercise of discretion under the TUUS Regulation, providing clarity, consistency and intelligibility for all members of the 91��ɫ community and public at large.
   3. As set out in the and various University policies, including the Statement of Policy on Free Speech, the University reaffirms its commitment to free enquiry and expression and uphold the right of all University Community Members and guests to express their views within the law and without fear of intimidation or harassment. In all use of University space, while the University encourages and expects the respectful exchange of ideas, it is understood that free expression and safety are complementary.
   4. By providing space, 91��ɫ does not necessarily subscribe to or support the philosophy, views, beliefs, or action of any user staging an Event or activity under this Policy.
2. Definitions
   1. In this Guideline, capitalized terms have the meaning provided to them in the TUUS Regulation.
3. Community and Spaces of Higher Learning
   1. At all times, the University seeks to exercise its powers, administrative, proprietary and beyond, in keeping with its fundamental objects as an institution of higher learning. The University serves the advancement of learning and the dissemination of knowledge.
   2. As it relates to the use of University space, the objects of higher learning demand that the University foster a community committed to the same ends. University Community Members require both an open exchange of ideas and personal security on University property. Expression and safety are not concepts in opposition, but complimentary notions. Each finds strength in the other.
   3. The University is vested with and may exercise all powers necessary to attain the objects of higher learning on its properties. The University seeks to afford University Community Members both the ability to freely express their ideas and the safety to do so.
   4. The TUUS Regulation is an important piece of this framework of the University as a community and physical space of higher learning.
   5. As a private property owner and occupier, the University has both the power and obligation to ensure that spaces remain safe to the extent required by law.
4. Free Expression on Campus
   1. Free expression is at the core of both democratic society at large and the project of higher learning. Free enquiry in itself cannot exist without free expression.
   2. Free expression means more than free speech, includes the myriad ways an individual might express their identity, and is closely connected with other norms including association with ideas, groups and personal characteristics.
   3. Open debate and deliberation on University property and in University spaces means that University Community Members may be exposed to ideas and opinions that they find unwelcome, disagreeable or offensive.
   4. The University does not suppress expression on its property simply because some or even most people find expression unwelcome, disagreeable or offensive.
   5. Free expression is not limitless. The University may impose limits where necessary to ensure the attainment of its objectives as an institution of higher learning, and that expression on University property conforms with applicable law.
   6. As it relates to expression, the TUUS Regulation aims to use a risk-based analysis that preserves expression where possible, ensures all University Community Members coexist respectfully and safely, and respects applicable law.
5. Protests, Demonstrations and Rallies on Campus
   1. Protests, demonstrations and rallies are forms of free expression, and the University respects the right of University Community Members to peacefully express their agreement or disagreement on University property.
   2. The University’s respect for peaceful expression does not extend to violent and unlawful conduct. The TUUS Regulation’s risk-based analysis at all times seeks to identify and prevent violence and unlawful conduct on University property and in University spaces.
   3. The University’s respect for peaceful expression does not extend to activity that aims to remove the ability for others to express. The TUUS Regulation’s risk-based analysis may identify and mitigate the suppressive effect of protests, demonstrations and rallies on University property and in University spaces. This is necessary so that a plurality of expression may flourish.
6. Event Related Communications and Postering
   1. Communications published to advertise, promote, encourage, coordinate or develop an Event may be used by the TUUS Office and related bodies in the process of assessing risk and determining whether a TUUS Permit will be issued or maintained under the TUUS Regulation.
   2. In assessing the risk posed by an Event, the source of communications may be considered (i.e., an official flyer vs. a flyer that is unsanctioned by the organizing entity), but the central concern is whether a risk arises that cannot be mitigated through the TUUS Assessment process outlined in the TUUS Regulation. The TUUS Assessment will weigh the risk that is posed to the safety of University Community Members and the public irrespective of the source of the communication.
   3. The ideological or other expressive content of the communication is not the subject of the TUUS Regulation, per se, but may be the subject of another University regulation, policy, procedure or guideline, as applicable.
7. External Speakers and Guests at Events on Campus
   1. External speakers and Guests are generally permitted to attend Events on University property for which a TUUS Permit has been issued. The University aims to promote the free exchange of ideas and the advancement of knowledge within the University community and in the public at large.
   2. The ideological or other expressive content of external speakers’ anticipated expressions is not the subject of the TUUS Regulation, per se, but the TUUS Assessment process outlined in the TUUS Regulation may consider whether a risk arises that cannot be mitigated through the process outlined in the TUUS Regulation. The TUUS Assessment will weigh the risk that is posed to the safety of University Community Members and the public.
   3. The ideological or other expressive content of an external speaker or Guest is not the subject of the TUUS Regulation, per se, but may be the subject of another University regulation, policy, procedure or guideline, as applicable.
8. Review
   1. This guideline will be reviewed from time to time, as applicable. During the review, the guideline will remain in effect.

The post Temporary Use of University Space (Guideline) appeared first on Secretariat Policies.

1. Preamble
   1. Subject to the terms of this Regulation, 91��ɫ will, in its discretion, make temporary use of University space accessible to members of the University community where the use of space is consistent with the principles reflected in the University’s purpose, mission, and values.
   2. As set out in the and various University policies, including the Statement of Policy on Free Speech, the University reaffirms its commitment to free enquiry and expression and uphold the right of all University Community Members and guests to express their views within the law and without fear of intimidation or harassment. In all use of University space, while the University encourages and expects the respectful exchange of ideas, it is understood that free expression and safety are complementary. As such, the use of University space including that for a demonstration, protest or rally, must be in accordance with University policies, procedures, regulations, and guidelines.
   3. By providing space, 91��ɫ does not necessarily subscribe to or support the philosophy, views, beliefs, or actions of any user staging an Event or activity on space permitted for temporary use pursuant to this Regulation.
2. Purpose and Jurisdiction
   1. This Regulation is made by the President pursuant to section 13(2)(c) of the 91��ɫ Act, 1965, and by the Board of Governors on the recommendation of the President pursuant to sections 10 and 13(2)(g) of the 91��ɫ Act, 1965.
   2. The lands and buildings of 91��ɫ are private property, and the University reserves the right to control access to its campuses, and the use of its space and facilities.
   3. This Regulation sets forth the privileges and obligations associated with the issuance of permits granting temporary use of University space. Without limiting the generality of the foregoing, this Regulation provides information related to the booking and use of University space, including the application process and expectations upon which such permission for temporary use of University space is contingent, in order to meet the complementary objects of free expression and safety for University Community Members.
   4. Student Organizations are encouraged and allowed to hold activities and Events and to engage in the full expression of their opinions on the University’s campuses, in accordance with applicable law, and University policies, procedures, regulations, and guidelines.
   5. 91��ɫ supports activities and Events hosted by University Community Members on University premises, by:
      1. Establishing applications, procedures and processes that clearly outline the information and steps required to book and use space;
      2. Making available accessible tools that enable the booking of space for temporary use;
      3. Making community members aware of the policies, procedures and processes related to booking and/or using space for the purposes of hosting an Event or activity or for protesting another person’s or groups Event or activity; and
      4. Ensuring compliance with applicable University policies, procedures, and regulations, guidelines, and laws.
3. Scope and Application
   1. This Regulation applies to all 91��ɫ students, staff, faculty, instructors, volunteers, and guests, on the University’s campuses
   2. Failure to abide by this Regulation, and related procedures and guidelines established hereunder, may lead to disciplinary action under the appropriate University policy, Regulation, Code of Student Rights and Responsibilities, relevant collective or employment agreements, processes and policies, or other action available at law.
4. Definitions: In this Regulation,
   1. “Campus Relations Committee” means a committee established pursuant to this Regulation, Chaired by the Vice-President, Finance and Administration, and with membership including, but not limited to, representation from the offices of the Vice-Provost, Students and Vice-President, People and Culture. The Campus Relations Committee’s structure and procedures will be developed and maintained by the Vice-President, Finance and Administration.
   2. “Eligible User” means an individual or a unit from one of the following categories, who/that may apply to book space and use space on a temporary basis.
      1. Academic unit: An academic program, department, faculty, organized research unit, school or other office engaged in scholarly activities including teaching and research as defined under Academic Unit Nomenclature: Characteristics and Guidelines.
      2. Administrative unit: A department or unit that provides service or support to the academic and administrative operations of the University.
      3. Employee group: A group recognized by the University as a representative of an employee constituent (e.g., labour union or association, etc.).
      4. Student Organization: A student government or student organization recognized under Presidential Regulations Regarding Student Organizations.
      5. Individual University Community Member (for specific use): Student course work (e.g., course related research, including film-shoots), that is supported by the relevant department Chair or course director; faculty or instructor research or course work that is supported by the Dean or Chair of the respective Faculty.
      6. External user: An individual and/or organization that do not fall under any of the above Eligible User groups.
   3. “Event” means any activity that is planned, advertised and/or invitational in nature, and that is intended to attract participants and/or an audience. A demonstration, protest, rally or similar activity is also an Event. Individual University Community Members are not eligible to host Events and will not be issued TUUS Permits for Events.
   4. “TUUS Assessment” means the review of an application for temporary use of University space, to assess compliance with policies, procedures, regulations, and guidelines, and to determine the level of any necessary support services or additional resources.
   5. “G�ܱ����” means an individual who is not a University Community Member who has been invited by 91��ɫ to attend on Campus or to participate in in-person activities.
   6. “Local Reservation Agent” means University departments and units that have management oversight of specific bookable spaces that an eligible user may reserve directly with the department or unit. Local Reservation Agents are responsible for ensuring compliance with relevant University policies, procedures, regulations, and guidelines.  While space may be reserved with a Local Reservation Agent, Eligible Users must apply for a Temporary Use of University Space Permit in accordance with this Regulation.
   7. “Office of Temporary Use of University Space” or “TUUS Office” means the office responsible for review and processing of applications for temporary use of University space in accordance with the procedures outlined in this Regulation.
   8. “Safety Plan” means a written plan resulting from a TUUS Assessment, prepared by the Community Safety Department (Community Safety) in consultation with an Eligible User and the Office of Temporary Use of University Space, that identifies potential hazards and risks that may be associated with an activity or Event, and the measures to be employed to mitigate or eliminate such risks. Risk mitigation measures may include, but not be limited to establishing the number and type of security staff, the number of internal and/or external participants, and other health and safety measures.
   9. “Signing Authority” means a person(s) authorized to enter into and execute an agreement for temporary use of University space, on behalf of an Eligible User.
   10. “Special Planning” means where an activity or Event is anticipated by the University or by an Eligible User to require specialized support services, resources, operational plans, or Safety Plans that need additional time to develop or secure. This may include Events involving government officials, external attendees, including speakers, celebrities, topics, or activities that have the potential to attract media attention, crowds, or protests.  It also includes Events that may present an elevated risk to the safety of community members, or risk of damage to University property.
   11. “Student Organization” means a student government or student organization recognized under Presidential Regulations Regarding Student Organizations.
   12. “Temporary Use of University space” or “TUUS” means the use of indoor or outdoor space in University buildings or on University grounds, including Events, for purposes other than administration, teaching University courses, or research. Temporary use of University space does not apply to space which has been assigned through the University’s formal space allocation process, to an academic or administrative division, or an organized research unit, unless the assigned space is being used for one of the following:
       1. an activity of a recognized student organization;
       2. an Event that requires security;
       3. an Event at which alcohol is served;
       4. an Event open to the public;
       5. an outdoor activity;
       6. a film-shoot;
       7. an Event where admission/registration fees are charged; or
       8. an activity that has any type of sponsorship by an external organization, such as financial or administrative support, or donation of materials.
   13. “Temporary Use of University Space Permit” or “TUUS Permit” means an approval, which is normally issued electronically to an Eligible User, for the temporary use of University space, following successful completion of the obligations and procedures outlined in this Regulation.
   14. “TUUS Event Review Committee” means a standing committee established pursuant to this Regulation, the composition, powers and responsibilities of which are set out in Section 6 of this Regulation.
   15. “University Community Member” means 91��ɫ students, staff, faculty or instructors, and volunteers.
5. Applying for Temporary Use of University Space
   1. To request temporary use of University space, a person with Signing Authority for an Eligible User - meaning for an external user, a duly authorised signatory - must complete and submit an online TUUS application form for a TUUS Permit using a 91��ɫ authenticated e-mail address where applicable. An application received from a 91��ɫ authenticated e-mail address is acceptable as a signed document, provided the sender is an Eligible User with Signing Authority for their organization, office or other unit.
      1. Eligible Users affiliated with the University must submit their TUUS application to the TUUS Office using a 91��ɫ authenticated e-mail address. An application received from a 91��ɫ authenticated e-mail address is acceptable as a signed document, provided the sender is an Eligible User with Signing Authority for their organization, office or other unit.
      2. External users interested in hosting an Event on a 91��ɫ campus must submit their request to the University’s Housing & Conference Services office.
   2. All completed applications for temporary use of University space are reviewed and processed by the TUUS Office in accordance with this Regulation. Depending on the nature and scope of a proposed TUUS, applications are reviewed and assessed by services/offices relevant to the application. The TUUS Assessment outcome is shared with the Eligible User for response.
   3. The University will give priority to applications that contribute to the teaching, research, and scholarship of the University.
   4. An application’s processing time is related to the scope and scale of an activity or Event, and the need for and availability of any additional resources determined through a TUUS Assessment.
   5. An Eligible User can play a key role in the processing time of an application for temporary use of space, by:
      1. seeking input from the TUUS Office, in advance of submitting an application, especially for an activity or Event that’s anticipated to require Special Planning;
      2. submitting a completed application as far in advance, as possible, of the minimum required processing time;
      3. providing detailed information about the proposed TUUS, and submitting any related documentation indicated on the application form;
      4. responding in a timely manner to follow-up queries from the TUUS Office or from service areas; and
      5. allowing for flexibility in venue, date, etc., for an activity or Event (requested venues are dependent on availability).
   6. Applications for TUUS Permits involving minimal University support services must be submitted a minimum of ten (10) working days in advance of the proposed TUUS date. Without limiting the generality of the foregoing,
      1. applications that can be processed within ten (10) days are typically those that require minimal assessment and no supplemental information, including meetings without external attendees, speakers and suppliers, or special service requirements;
      2. subsection 5(6) does not include applications for TUUS requiring Special Planning; and
      3. applications submitted with less than ten (10) working days notice will be processed where/when possible.
   7. Applications for TUUS Permits that require submission of supplemental information and/or some university services, must be submitted at least fifteen (15) working days prior to the date of the proposed TUUS date. Without limiting the generality of the foregoing,
      1. the supplemental information and university services referred to in subsection 5(7) include but are not limited to proof of insurance; a health pass for an external caterer or other external service provider; a Service Request for special furniture arrangement; and other matters of a similar scale;
      2. subsection 5(7) does not include applications for TUUS requiring Special Planning
      3. applications submitted with less than fifteen (15) working days notice will be processed where/when possible.
   8. Applications for TUUS Permits that require Special Planning must be submitted at least thirty (30) working days in advance of the proposed TUUS date.
   9. Applications for TUUS Permits that require use of multiple internal and/or external resources and significant Special Planning should be submitted at least three (3) months in advance of the proposed TUUS date. Without limiting the generality of the foregoing, applications requiring three (3) months advanced notice include but are not limited to
      1. Events with large numbers of attendees;
      2. Events requiring the use of multiple rooms, facilities or areas on Campus; and
      3. Events requiring the coordination and support of multiple University support services.
   10. Eligible Users are encouraged to contact Housing & Conference Services to assist in the development of a comprehensive Event plan before the submission of an application for a TUUS Permit.
   11. When an application for a TUUS Permit is received, the TUUS Office will:
       1. Determine the eligibility of the applicant with reference to this Regulation and review the application for completeness.
       2. Determine availability and tentatively reserve space if/where applicable.
       3. Consult with other services or offices that may need to assess the application, if/as required:
          1. Applications for routine activities and meetings may not require consultations with other services or offices and may be approved by the TUUS Office.
          2. Applications for Events will be reviewed and assessed for risk and service support requirements by relevant University services and offices.
          3. Applications for Events determined to require Special Planning will be referred to the TUUS Event Review Committee. The TUUS Event Review Committee may convene a meeting with the Eligible User and representatives from relevant University services to review the application and assess service and/or planning requirements in more detail, including the need for Safety Plans.
       4. Review and verify that event advertising plans adhere to University policies, procedures, regulations and guidelines, and applicable law.
       5. Exercise its discretion to issue or deny the issuance of an electronic TUUS Permit once all the requirements of an application are met, including any additional requirements identified through the TUUS Assessment and not specifically mentioned in this Regulation.
       6. Send an electronic notification of the authorization to various services and offices involved in the TUUS Assessment, including the Community Safety Department and/or Risk Management Services.
   12. Where an assessment is conducted by the Community Safety Department and/or Risk Management Services, a Safety Plan may be required.  Where a formal Safety Plan is not required, organizers remain at all times responsible for observing room capacity, maintaining clear and easy access to all entry/exit doors, and observing other fire and safety codes.
   13. Based on the TUUS Assessment, the University may, as a condition of booking space, require that University approved security be available during the use of the space. The University may require such security to be provided at the cost of the Eligible User.
   14. In all instances, without exception, the use of private security staff or paid-duty police officers for an event on University premises must be coordinated through the Community Safety Department. No security staff external to the University, volunteer or otherwise, is permitted at a campus event without the prior written approval of the Community Safety Department.
   15. If supplemental information is requested, the user will be responsible for covering any costs associated with obtaining/supplying the supplemental information. Users are required to cover any costs associated with the use of the space.
6. TUUS Event Review Committee
   1. The TUUS Event Review Committee is a standing Committee that includes members from various services and offices, and assesses TUUS applications requiring Special Planning pursuant to section 5(10)(c)(iii) of this Regulation.
   2. The TUUS Event Review Committee’s primary purpose is to review proposed Events that require Special Planning and to provide guidance, support, make recommendations and/or decisions on steps to be taken to enable Events to take place on University premises.
   3. The TUUS Event Review Committee reviewing an Event requiring Special Planning may include, but is not limited to, the departmental head of the following University services or offices:
      1. Risk Management Services;
      2. Community Safety Department;
      3. Facilities Services;
      4. Ancillary Services;
      5. Student Community and Leadership Development; and
      6. Centre for Human Rights, Equity, and Inclusion.
   4. The TUUS Event Review Committee will be Chaired by the Executive Director of Ancillary Services, who will brief the Committee on the details of the application under review.
   5. The TUUS Event Review Committee may invite an Eligible User to a meeting(s) to discuss the proposed Event to better inform recommendations and decisions on requirements for the Event to move forward.
   6. Where the TUUS Event Review Committee’s recommendations on a proposed Event are agreed to and met by the Eligible User, a TUUS Permit may be issued by the TUUS Office.
   7. The TUUS Event Review Committee will consult with the Campus Relations Committee on next steps, if the TUUS Event Review Committee’s assessment of a proposed Event concludes that the Event poses any of the following risks which cannot be adequately managed with existing University resources:
      1. Risk to the security and well-being of University Community Members and/or the general public;
      2. Risk of damage to University property; or
      3. Risk of non-compliance with law and/or University policies, procedures, regulations or guidelines.
   8. Following consultation with Campus Relations Committee, the Eligible User will be notified of one of the following by the TUUS Office:
      1. Suggested modifications to the Event that would allow the Event to proceed; or
      2. Decision and reasons for which the Event will not be permitted, and information regarding the process and avenue of appeal.
7. Appeals
   1. Eligible Users may appeal to the Provost from a decision refusing to issue a TUUS permit.
   2. Appeal decisions by the Provost will be final, and will be communicated to the Eligible User and relevant departments.
   3. The appeal process is as follows:
      1. The Eligible User shall submit a written statement of appeal to the TUUS Office within five (5) working days of receiving notice that the permit will not be issued, explaining why the Eligible User believes the grounds for refusal are incorrect and how the risks identified in the reasons for refusal can be addressed.
      2. The Provost may elect to invite the Eligible User or the Signing Authority thereof to a meeting to assist in the determination of the appeal. The Provost reserves the right to determine the appeal exclusively on the basis of written submissions.
      3. The Provost will issue their decision on the appeal to the Eligible User in writing, within five (5) working days of receipt of the Eligible User’s statement of appeal.
8. Permits and Prohibited Conduct
   1. The TUUS Office will issue a TUUS Permit once all requirements of an TUUS Assessment are satisfied.
   2. Where changing circumstances alter the risk related to an Event for which a TUUS permit has been issued, the Eligible User may be notified that an Event is subject to reassessment with possible alterations to the TUUS Permit.
   3. Eligible Users are responsible for managing their events to remain within the scope and parameters of the issued TUUS Permit.
   4. The University may interrupt and put an end to an event underway where the event is revealed to be outside the scope of permission granted; poses a risk to the safety of community members; is disruptive to academic or administrative operations; or is contrary to applicable policies and procedures.
   5. With the exception of Smudging and Pipe Ceremonies, which are governed by the Smudging and Pipe Ceremony Policy, for safety reasons and to comply with the , items with open flames (e.g., candles), are not permitted inside buildings, including without limitation, corridors, lobbies, and atria. Likewise, bonfires are not permitted on University campuses.
   6. To enable the academic and administrative operations of the University to properly function without disruption, the projection or amplification of voice(s) or sounds is not permitted except where prior express written permission has been provided by the University.
9. Postponement, Cancellation or Relocation of Proposed or Approved Events
   1. The University reserves the right to decline a request for temporary use of University space, withdraw permission for a previously approved event, postpone a previously approved event, and/or relocate a previously approved event in the following circumstances:
      1. If all applicable conditions for the issuance of a TUUS Permit have not been fulfilled by the applicant within the time frame agreed upon with the TUUS Office.
      2. If the space is required for academic purposes due to unforeseen circumstances. The delivery of academic curriculum and examinations take precedence over all other events and activities, and as such, the University may withdraw permission for an event or relocate an event should the space be required for the delivery of academic curriculum or examinations.
      3. In an emergency beyond the control of the University (including, but not limited to fire, natural disaster, inclement weather, criminal act, or other threat) or an occurrence in the external community that requires the University to act as an emergency shelter and/or to vacate University premises.
      4. If an approved event is, due to newly acquired information by the University, deemed to be beyond the scope of the issued TUUS Permit.
      5. If the information provided by the Eligible User about the nature and/or scope of the event was false or incomplete to the extent that the event assessment was materially compromised.
      6. If the event requires presence of security staff, paid-duty police, space, and/or other measures, stemming from the event assessment, which cannot be arranged or put in place in time for the event
   2. In all the above instances, the University may require setting a new date, time, venue, or conducting a new event assessment, and/or arrange for additional services, of which the Eligible User will be notified accordingly.
   3. The University will take necessary steps to uphold the law, University policies, procedures, regulations and guidelines, and ensure the safety of community members, when considering an application for temporary use of University space. As such, a decision by the University to decline a request for use of space, or to postpone or cancel an already approved use of space request, will apply to all spaces on the University’s campuses, including but not limited to, performing arts facilities, sports and recreation facilities and the 91��ɫ Student Centres.
10. Review
    1. This Regulation will be reviewed every five years. During the review, the policy will remain in full force and effect.
    2. The Vice-President, Finance and Administration, will initiate and oversee the review process which will include consultation with students, representative of Student Organizations, faculty, staff and other community members.
11. Coming into Force
    1. This Regulation will have full force and effect on July 4, 2022.

The post Temporary Use of University Space (Regulation) appeared first on Secretariat Policies.

To define the authority and rationale and establish guidelines concerning the flying of flags on official flagstaffs of the University.

2. Authority, Scope and Application

2.1 This Policy is enacted by the President of 91��ɫ under the authority of subsection 13 (2) b) of the 91��ɫ Act (1965).

2.2 This Policy applies to all members and organizations of the 91��ɫ Community who seek to fly or display a flag on a campus.

3. Definitions

Under this policy:

“C������ܲ�” means all facilities operated and controlled by 91��ɫ in the Province of Ontario, including buildings, instructional spaces, and University-operated undergraduate student residences. Spaces not operated or controlled by 91��ɫ, including spaces on 91��ɫ’s campuses under the control of a third party, are excluded from this definition of Campus.

“half-mast or half-masting” means flying a flag with its center being half-way down the mast whereby the University bestows an honour and expresses a collective sense of sorrow.

“Official Flags” means the National Flag of Canada, the Standard of the Governor General, the Provincial Flag of Ontario, the Standard of the Lieutenant Governor, the Flag of 91��ɫ

“Official Flagstaffs” means the permanent flag poles installed on our campuses. On the Keele Campus the flag poles are located in front of Vari Hall and in front of the Passey residence. On the Glendon Campus, the flag pole is located in front of the West Quad, 91��ɫ Hall.

“P���𳦱���Գ���” means the order to be ceremonially observed regarding people of different rank or the display of flags, according to an acknowledged or legally determined system; in this case, the University follows the precedence lists set by the Canadian and Ontario governments.

“Registered Charitable Organization” means organizations that are registered by the Government of Canada as charities.

“University” means 91��ɫ as established under the 91��ɫ Act (1965) and its affiliates.

"University Community members” means current student, staff, or faculty members, including employees on short- or long-term disability, current members of the Board of Governors, any retired faculty, and staff member and former Chairs of the Board of Governors, University Presidents and Chancellors.

“Visiting Dignitary” means a person with high rank or office, who is recognized as having precedence and who is visiting a campus.

4. Policy

4.1. The University normally displays in order of precedence the National Flag of Canada, the Provincial Flag of Ontario and the Flag of 91��ɫ on its official flagstaffs.

4.2. Flags on the official flagstaffs on the property or premises of 91��ɫ are displayed in conformity with provincial and national flag protocol guidelines.

4.3. The University shall fly at half-mast the flags referenced under section 4.1 in observance of declared national and provincial periods of mourning, nationally agreed special occasions under Schedule I, and the deaths of members of the University Community.

4.4. Other flags may be flown on the University’s official flagstaffs upon approval of the President, where sufficient official flagstaffs are available, with flags flown at half-mast under section 4.3 having precedence. This may include the flags of registered charitable organizations affiliated with the University, flags of the country of dignitaries making official visits to the University and flags identified with provincial and/or national periods of recognition and awareness.

5. Roles and Responsibilities

5.1 Members of the 91��ɫ community wishing to raise a flag or to have a flag flown at half mast must submit a request to the Office of the President for review and consideration.

5.2 The President or their designate, shall receive requests, either to raise a flag that is not an official flag, or to lower flags to half-mast. If the request is approved by the President or their designate, the Office of the President will notify the Office of Community Safety and will provide guidance as to the duration that a flag should be flown or lowered to half-mast.

5.3 Community Safety department will be responsible for replacing flags over which they have jurisdiction, when it has been deemed necessary by either Community Safety or the Office of the President.

6. Review

To be reviewed by the President every three years.

7. Procedures

7.1 Half-masting

Upon request from a 91��ɫ community member, The President will consider lowering flags. The flags will be lowered once for any current student, staff, or faculty members, including employees on short- or long-term disability, current members of the Board of Governors, any retired faculty, and staff member and former Chairs of the Board of Governors, University Presidents and Chancellors.

The flags will be flown at half-mast once:

• On the day of death of the deceased, if the information is received before 10:00 a.m., or
• On the day of the funeral, or
• If the funeral has already occurred, the President will choose an appropriate day to lower the flags in consultation with the home department or next of kin, or
• If there will be a memorial on campus with colleagues or family, the flags will be lowered on that date.

7.2 Request to raise a Flag

Members of the 91��ɫ community wishing to raise a flag must submit a request to the Office of the President for review and consideration. The request should include a rationale for the display of such flag, a picture or reasonable facsimile of the flag, as well as a proposed period during which the flag is to be flown.

The President will make the determination whether the proposed flag will be flown and for which period. The determination will consider all relevant university policies and ensure that proposed flag is in compliance with the policies.

Once approved, the Office of the President will make the necessary arrangements to have the flag flown for the approved period.

Schedule I

March 11 - National Day of Observance for the people who lost their lives and the significant impacts for all people because of COVID-19

April 28 - Day of Mourning for Persons Killed or Injured in the Workplace

June 23 - National Day of Remembrance for Victims of Terrorism

Second Sunday in September - Firefighters’ National Memorial Day

Last Sunday in September - Police and Peace Officers' National Memorial Day

September 30 - National Day for Truth and Reconciliation

November 8 - Indigenous Veterans Day

November 11 - Remembrance Day

December 6 - National Day of Remembrance and Action on Violence Against Women

The post Displaying of Flags on University Property, Policy appeared first on Secretariat Policies.

1.1 In this Procedure

“Approval Authority” means an office or an entity that may authorize a poster under section 5.

“Bulletin Board” means a space designated for posters,

“General Use Bulletin Boards” means a bulletin board provided on each campus for the temporary promotion of events and services or information sharing on University premises.    General Use Bulletin Boards are located in central public areas of both campuses, including “A Wing” at Glendon, as well as in the Central Square, Curtis Lecture Halls, the Accolade West Building, the Colonnade, and the main floor Ross Building, Complex 1 and Complex 2 and such other areas that may be added from time to time.

“Local Reservation Agent” means University departments and units that have management oversight of specific bookable spaces which an eligible user may reserve directly with the department or unit.

“Official Notice Boards” means a bulletin board for the posting of notices by academic units, research units, employee groups or student groups. The Official Notice Boards are indicated with large signs and are designated for specific unit or group and contain contact information to inquire about posting.

2. Purpose

2.1 This Procedure establishes the process for poster approval, approval authorities, authorized posting locations, conditions for poster removal, use of the University name and brand logo, special circumstances, failure to comply with the procedure and associated policies, approval reviews, and the reporting of complaints related to posted material.

3. Authority

3.1 This Procedure in enacted pursuant to Section 5 of the University Policy on Posters.

4. Poster Content and Format

4.1 Posters must meet the following criteria:

a. The Poster adheres to applicable University policies, procedures, and regulations, as well as applicable municipal, provincial, and federal laws.

b. Posters must be in English or French, or both, or if in another language, must include translation in English or French.

c. Posters must include a contact name and contact information (i.e., name of individual or organization and email, phone, or office address)

d. The Poster’s dimension is no more than 11 x 17 inches.

5. Poster Approval

5.1 Eligible Users wishing to poster on 91��ɫ’s campuses must submit a request to an Approval Authority and receive approval before hanging posters. Authorities may delegate approvals to departmental staff.

5.2 The Approval Authority for General Use Bulletin Boards on the Keele Campus is the Manager, Accommodation & Conference Services. Posters (with exception of those from Glendon campus) must be submitted to the Office of Temporary Use of University Space (tuus@yorku.ca) prior to posting on General Use Bulletin Boards at the University’s Keele Campus.

5.3 Academic Unit Heads, Research Unit Heads, Employee Groups, Faculty Executive Officers, or their delegates are responsible for reviewing and approving Poster requests for their respective Official Notice Boards. Posters are to be submitted to the contact identified on the respective Official Notice Board.

5.4 For Glendon Campus, the Approval Authority is the Manager, Glendon Housing and Ancillary services. Posters must be submitted to the Manager, Glendon Housing and Ancillary Services (reserve@glendon.yorku.ca) prior to posting on General Use Bulletin Boards at the University’s Glendon Campus.

5.5 Approval Authorities shall review poster requests for compliance with criteria under section 4 and posters approved shall be digitally stamped and dated as approved by the Approval Authority prior to posting.

5.6 Where viable digital poster options (referred to as Advertising) are available, Approval Authorities may recommend their use instead of printed material. Digital signage requests and guidelines for LCD screens are available here /brand/social-media-and-digital-requirements/. Recognized Student Government and Student Organizations may submit requests for digital signage to the Centre for Student Community and Leadership Development (SCLD) using YU Connect.

6.  Approval Review

6.1  Eligible Users may submit in writing to the Office of Temporary Use of University Space (tuus@yorku.ca), a request for review of an Approval Authority’s decision not to approve a poster based on compliance with this and other policies and procedures. Reviews of the decision not to approve the poster will be conducted by the respective Approval Authority using a one-over-one approach.  If the first level review of the decision not to approve the poster is unsuccessful, Eligible Users may escalate to a second level review.   Decisions made following a second review are final.

7. Poster Locations

7.1 Posters are permitted on General Use Bulletin Boards and University Official Notice Boards.

7.2 Posters on General Use Bulletin Boards are limited to posters sharing information, promoting events held – and services delivered on - University premises. University sponsored events or services organized by Eligible Users but taking place off campus may also be posted on General Use Bulletin Boards.

7.3 Posters on Official Notice Boards are limited to posters sharing information, promoting events and services of Academic Units, Research Units, Student Groups and Employee Groups for their use.

7.4 Only one (1) poster for each event is allowed per board and cannot be placed in such a way as to obstruct other posters.

8. Removal of Posters

8.1 Following approval, posters may be posted no sooner than two (2) weeks prior to the event.

8.2 Eligible Users must remove posters (and staples or thumbtacks) within thirty-six (36) hours following the event or service.

8.3 The University will remove without notice posters that are not approved, posted on other than designated locations or that contravene this or other 91��ɫ policies or procedures. The costs of poster removal and repair of any damage caused by those breaching this procedure may be charged to the offending party and/or the withdrawing of postering privileges.

8.4 The University will remove posters from General Use Bulletin Boards on a bi-weekly basis (normally on Sunday).

8.5 Cleaning and monitoring of Official Notice Boards is the responsibility of the unit or group with authority to approve requests under this Procedure.

9 Use of 91��ɫ Name and Brand Logo

9.1 Only, Academic Units, Administrative Units and Research Units may use 91��ɫ’s name, marks, or logos (including sub-brands) on a poster provided approval has been obtained in accordance with the 91��ɫ Brand Stewardship Policy and Procedures, including:

a. Use of the 91��ɫ name on a Poster requires pre-approval (by the sponsoring University department head or designate; the Centre for Student Community and Leadership Development, for student organizations; or the Local Reservation Agent, when the University name is to be included in an event location).

b. The use of the 91��ɫ brand or logo must also be approved in advance (by University and Brand Marketing in the Communications and Public Affairs Division) and conform to 91��ɫ brand standards at yorku.ca/brand.

9.2 External Users seeking to use 91��ɫ’s name, marks or logos on a Poster must follow the approval process established in the 91��ɫ Brand Stewardship Policy and related Guidelines and Procedures which stipulates that: any affiliation or partnership with an outside organization that incorporates 91��ɫ’s brand property in its name or identification is subject to the prior review and President-Vice Presidents (PVP) approval.   If the formal relationship changes or ends, the approver must ensure that the brand affiliation is removed.

10. Special Circumstances

10.1 Special circumstances will apply as follows:

a. Posters and notices relating to class instruction or other programmatic use of the teaching space are permitted on classroom or office doors but shall be removed by the end of the day or other relevant timeframe which must be identified on the poster or notice in conjunction with the contact name of the Poster or notice owner. In this case, the use of removeable tapes must be used to avoid damaging surfaces.

b. Temporary outdoor signage is permissible for event wayfinding and can be requisitioned through University Brand and Marketing in the Communications and Public Affairs Division of the University. These signs must be removed by the event staff once the event is completed.

c.. These Procedures do not apply to posters disseminated by the Department of Community Safety, the Department of Health, Safety and Employee Well-Being, Facilities Services, or other 91��ɫ authorities in an emergency or as required to ensure the effective and timely dissemination of information to the 91��ɫ community.

11. Complaints Regarding Poster Content or Location

11.1 Questions or complaints regarding poster content or posting location can be directed to the Office of Temporary Use of University Space at tuus@yorku.ca.

11.2 The Office of Temporary Use of University Space will direct complaints associated with staff, faculty, student organization, or external posters to the appropriate Senior Executive Officer for review and action up to and including directing the removal of posters found to be in contravention with the policy and associated procedures, rules, or guidelines.

12. Review

12.1 This procedure will be reviewed one year after implementation, and then every five years going forward. During the review, the Procedure will remain in full force and effect.

The post Posters, Procedure appeared first on Secretariat Policies.

PREAMBLE

91��ɫ has both the right and responsibility to manage the access to - and the use of - its spaces to maintain and improve the physical environment, promote ecological sustainability, and ensure compliance with University policies, procedures, and regulations, including but not limited to the Statement of Policy on Free Speech. The University reaffirms its commitment to provide an environment conducive to freedom of enquiry and expression and uphold the right of all community members and invited guests to express their views within the law, without fear of intimidation or harassment.

1. Definitions

In the Policy,

“Academic Unit” means a, department, faculty or school or any other office engaged in scholarly activities including teaching and research as defined under Academic Unit Nomenclature: Characteristics and Guidelines,

“Administrative Unit” means a Division or Office that provides service or support to an academic program or to the operations of the University,

“Division” means a subset of the Administration of the University normally under the direction of the President or a Vice-President of the University,

“Eligible User” means a person or group,

“Employee Group” means a union or other group recognized by 91��ɫ as representing its employees,

“Event” An activity that is planned, advertised and/or invitational in nature,

“External User” means a person not normally eligible under paragraph 4 (1),

“Poster” means

a. A printed image or text, or combination of the two, or

b. A digitally mounted or projected electronic media image or text or combination of the two, or

c. Digital content uploaded to social media accounts,

associated with the University that temporarily promotes an event, service, product, or shares information.

“Research unit” means an entity chartered by Senate under the Policy on Organized Research Units,

“Student Organization” means a student government or student organization recognized under Presidential Regulations Regarding Student Governments/Organizations.

2. Purpose

2.1 Consistent with 91��ɫ’s Statement of Policy on Free Speech, this Policy reaffirms the University’s support of free speech, as well as the sharing of information in writing, print, and through any other media of choice, by:

a. Providing a means for Eligible Users to share information and promote events and services on University premises,

b. Providing a means for External Users to access University space for advertisement of products, services, and employment opportunities,

c. Protecting the University’s campuses and community members from distracting, unauthorized commercial and promotional materials from External Users,

d. Maintaining and improving the appearance of the physical environment of the University’s campuses, and,

d. Reducing the amount of paper used for posters.

3. Scope and Application

3.1 This policy applies to 91��ɫ students, faculty, researchers, staff, guests, and visitors to the University (Eligible Users) and all indoor and outdoor spaces on 91��ɫ’s campuses.

3.2 This Policy does not apply to:

a. University notices related to emergencies, health and safety and wayfinding signage.

b. Documents relating to University class instruction or other programmatic use of learning spaces for academic purposes (e.g., class schedule, class cancellation, etc.).

4. Policy

4.1 91��ɫ permits posters by Eligible Users on its campuses if it is in accordance with this Policy and the Procedures and guidelines enacted under it.

4.2 A Poster promoting an event or activity scheduled or planned to take place on University premises, must comply with University policies, procedures, regulations, guidelines, and applicable laws including the .

4.3 Posters are only permitted in the spaces designated and by the offices defined under the Procedures.

4.4 Poster placement for student elections and referenda, fall under the “Poster and Banner Placement Guidelines” under the responsibility of the Centre for Student Community and Leadership Development. These include certain exemptions from the poster policy for the duration of the established campaign periods.

4.5 Posters must be in English or French, or both, or if in another language, must include translation in English or French.

4.6 Posters must include a contact name and contact information (i.e., name of individual or organization and email, phone, or office address)

4.7 Decals (with adhesive backing), double-backed carpet tape, and the use of other permanent adhesive substances or those that prevent easy poster removal are prohibited. Only staples and thumbtacks are authorized for posting on General Use Bulletin Boards and Official Notice Boards.

4.8 Only 91��ɫ Academic Units, Administrative Units and Research Units may use 91��ɫ’s mark or logos on posters and must do so in accordance with 91��ɫ Brand Stewardship Policy and Procedures.

4.9 External Users are prohibited from posting notices and from distributing information or products on University premises unless they have the written consent of the Head of the University’s Ancillary Services Department.

4.10 Users who fail to abide by the Policy or Procedure or to other 91��ɫ Policies and Procedures may be subject to restrictions to poster privileges or, in more egregious cases, to disciplinary or legal action, depending on the gravity of the infraction to 91��ɫ’s Policies and Procedures.

4.11 The cost incurred by 91��ɫ to remove a poster or posters or repair any damage caused by a poster in contravention to this Policy or Procedure may be charged to the posters’ owner or organization.

5. Roles and Responsibilities

5.1 The Vice-President Finance and Administration will establish procedures pursuant hereto from time to time.

6. Review

6.1 This policy will be reviewed one year after implementation, and then every five years going forward.  During the review, the policy will remain in full force and effect.

The post Posters, Policy on appeared first on Secretariat Policies.

The BSP and procedures do not apply to individual employees who do not use the University brand on their personal social/digital properties and profiles, however, all employees will be held to the terms of their employment agreement/contract.

These procedures will be reviewed and updated every five years (or sooner if needed), in tandem with the BSP..

1. General
   1. 91��ɫ’s brand properties shall be developed and used in accordance with the University’s Brand Standards established by the University unless otherwise approved by the Chief Communications & Marketing Officer (CCMO). A variety of approved, brand aligned templates, fonts, and other visual design tools can be found here: /brand/
2. Procedures
   1. Products
      1. All products incorporating a brand property (e.g: 91��ɫ's name (91��ɫ U, 91��ɫ, 91��ɫ, YU), mark and design); the logo for each of the University’s professional schools and campuses, colleges and official university student clubs; and/or visual design treatment for all administrative units, shall be approved in accordance with 91��ɫ’s BSP, and when applicable, 91��ɫ’s Licensing Board procedures.
   2. Social Media and Web
      1. All social media accounts, web properties, and digital applications that use 91��ɫ’s brand as defined in the BSP must be approved by the CCMO or delegate prior to development in a digital forum. Examples include 91��ɫ's name or commonly used abbreviations, mark and design, the logo (including each of the University’s sub-brand logos), professional schools, campuses and units, colleges, and official student clubs, and visual design treatment for all administrative units.
      2. A plan to manage the content, the brand, and the account/property in accordance with university brand requirements as well as successful completion of related brand training is a condition of approval. /brand/using-the-brand/social-media-and-digital-requirements/
   3. Paid Advertising
      1. All paid advertising materials bearing any of the brand properties shall be in compliance with the University’s brand standards and procedures and are subject to the prior review and approval of the CCMO or delegate.
      2. 91��ɫ's logo shall always be shown in accordance with brand standards.
   4. Marketing and Communication Materials
      1. All Marketing and Communications materials bearing any of the brand properties shall be in compliance with the University’s brand standards and subject to the prior review and approval of the CCMO or delegate.
      2. 91��ɫ's logo shall be shown in accordance with brand standards on any digital/print properties and shall be included in all related materials.
   5. Affiliations and Partnerships
      1. Any affiliation or partnership with an outside organization that incorporates 91��ɫ’s brand property in its name or identification is subject to the prior review and President-Vice Presidents (PVP) approval. If the formal relationship changes or ends, the approver must ensure that the brand affiliation is removed.
   6. Review and Approval
      1. The sponsoring university department head or designate, shall submit a copy of the representation of the brand property, social media account management plan, web property and content management plan if applicable, by email (hard copy is acceptable if required) to the CCMO or designate, when seeking review and approval pursuant to the Brand Stewardship Policy and Procedures.

The post Brand Stewardship Procedures appeared first on Secretariat Policies.