Corporate Policies and Procedures

IMPORTANT NOTICE: Policies and procedures may be impacted by changes implemented as a result of the COVID-19 Pandemic. For more information on policy and procedure changes, please refer to the 'COVID-19 Policy Updates' section below, or, where not posted, jessica.lapcevich [at] mohawkcollege.ca (email Jessica Lapcevich.) For information related to Mohawk College's response to the COVID-19 pandemic, visit COVID-19 (Coronavirus).

 

Welcome to the Mohawk College Corporate Policies and Procedures web page. This site is intended as a convenient reference for all members of the College community and functions to ensure consistency in the application of College rules and regulations. On this site, you will be able to access all active College policies and procedures.

Should any concern arise as to the accuracy of any procedure posted on this webpage, the document that is maintained by the department or area concerned shall be deemed to be in force.

Any questions you may have regarding policies should be directed to the appropriate "owner" of the policy or the Manager, Risk, Legal and Governance Services, Jessica. jessica.lapcevich [at] mohawkcollege.ca (Email Jessica)

Policies and procedures are available in accessible formats upon request.

 

    Regular Policy Updates

     

    REVISED Health Risk to College Community Procedure PDF (131kb)
    Mohawk College is committed to responding effectively to extraordinary situations involving health risks that could potentially have adverse effects on the Mohawk College community. This procedure outlines an approved approach for responding to risks or potential risks associated with Public Health regulated reportable communicable disease to prevent the spread of communicable diseases to others.

    This procedure has been updated to refer to diseases of Public Health significance (instead of communicable diseases), include use of personal protective equipment when seeking medical attention and, a revised protocol for self-reporting any communicable disease.

    Contact: Louisa Drost, Acting Dean of Students, louisa.drost [at] mohawkcollege.ca (Email Louisa)

    REVISED Change of Name for Students Policy PDF (309kb)
    This policy outlines the process for employees to change their name in College records and to ensure appropriate processes are in place to maintain the integrity of College records.

    This policy has been updated include two categories of preferred name change (preferred name and recognized name), allows for changes to the first, middle and last name and clarity around expectations of confidentiality and implications of name changes on other College and non-College processes. 

    Contact: Frederic Nickner, Registrar, frederic.nickner [at] mohawkcollege.ca (Email Fred)

    REVISED Change of Employee Name Policy PDF (166kb)
    This policy outlines the process for employees to change their name in College records and to ensure appropriate processes are in place to maintain the integrity of College records.

    This policy has been updated to simplify the definition of legal name, strengthen language around information protection and security, ability to change first, middle and last name, and, language included to allow for applications not made in person.

    Contact: Megan Mascarin, Chief Human Resources Officer, megan.mascarin [at] mohawkcollege.ca (Email Megan)

    NEW Space Allocation and Management Policy PDF (90kb)
    Mohawk aims to plan, allocate, use and manage this valuable resource using a transparent process and procedure consistent with best practices in postsecondary facilities management. This policy documents the space allocation practices and the long-term space planning decisions of the college.

    Contact: Henry Colyn, Chief Building and Facilities Officer, henry.colyn [at] mohawkcollege.ca (Email Henry)

    REVISED Flexible Work Arrangements Policy PDF (107kb)
    This policy has been updated with material changes only, including, updated record keeping requirements, clearer role for Human Resources involvement, and, reference to the personnel file. 

    Contact: Megan Mascarin, Chief Human Resources Officer, megan.mascarin [at] mohawkcollege.ca (subject: Vacation%20Carryover%20Policy) (Email Megan)

     

    COVID-19 Policy Updates


    College/Campus Emergency Closure Procedure PDF (116kb)
    This procedure has been updated to address the requirement for all employees to comply with provincial emergency measures and recommendations from Public Health Officials.

    Vacation Carryover Policy for Administrative, Support Staff and Academic (Non-Teaching) PDF (286kb)
    This policy has been updated to reflect changes to banked lieu and vacation time as a result of the COVID-19 pandemic.

    Working Alone Policy PDF (292kb)
    This policy has been updated to include reference to the 'Employee Access to Campus' protocol.

    Professional Development for Staff Policy PDF (120kb)
    This policy has been updated to reflect temporary changes to professional development, including, tuition assistance and professional development leave, and, the suspension of funding for professional development until further notice.

    Creation and/or Filling of Budgeted Positions Policy PDF (112kb)
    This policy has been updated to include changes to responsibilities and the new approval process for budgeted positions during the hiring freeze.

    Hazard Identification and Risk Assessment PDF (170kb)
    This policy has been updated to include reference to the 'Employee Access to Campus Protocol' and the requirement for all employees to comply with provincial emergency measures and recommendations from Public Health officials.

    Accidents and First Aid Policy PDF (291kb)
    This policy has been updated to include reference to COVID-19 protocols and updated Occupational Health and Safety contact information.

    Student Behaviour Policy PDF (175kb)
    For clarity, inappropriate student behaviour identified in Appendix A now explicitly states behaviour which violates a provincial or federal law, including all Public Health regulations, including, the Quarantine Act, and, behaviour which violates college polices, protocols or directives.

    Fleet Management Policy PDF (269kb)
    In addition to existing policy requirements, all authorized drivers will be expected to abide by the following:

    • Follow Public Health Guidelines to protect drivers and limit the spread of COVID-19 in commercial vehicles;
    • Ensure that a maximum of 1 person is in a vehicle at a time;
    • Hand sanitizing must be performed before and after each use;
    • Follow proper hygiene by keeping hands away from your eyes, nose and mouth and washing hands after each vehicle use;
    • Wear a non-medical face mask while  operating any College fleet vehicle;
    • Ensure that hand sanitizer is available and stored each vehicle.
    • Submit inspection forms electronically.
    • Submit Authorized Driver Applications electronically.

     

    Policies No Longer in Effect

    The following policies have been removed from the Corporate Policies Webpage as they are no longer applicable to College operations.

    ERP802 Internal Crisis Communications Procedure
    CS-1404-2008 Reporting and Responding to Violence Procedure
    ERP812 Sudden Death on Campus Procedure
    AS-2100-2013 Mohawk College Research Ethics Board Policy
    CS-1700-1976 Commercial Activities on College Property Policy
    CS-1502-2002 Information Technology - Use and Security Policy
    CS-1313-2013 Academic Vacation Policy
    ERP809 Emergency Lockdown Procedure
    CS-1701-1972 Control of Rental Facilities
    GC-4301-1982 Human Rights
     

    Contact Us

    Jessica Lapcevich
    Manager, Risk, Legal and Governance Services
    Phone: 905-575-1212 ext. 3895
    jessica.lapcevich [at] mohawkcollege.ca (Email Jessica)