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
This policy has been updated with administrative changes only.
The purpose of Mohawk College's Cash Handling Policy ("policy") is to:
- Outline the responsibilities of individuals who handle cash and cash equivalents.
- Ensure cash and cash equivalents are handled in a secure manner.
- Ensure cash and cash equivalents are deposited on a timely basis.
Contact: Kim Dalgleish, Controller, kim.dalgleish [at] mohawkcollege.ca (Email Kim)
REVISED Petty Cash Fund Policy
This policy has been updated with administrative changes only.
The purpose of Mohawk College's Petty Cash Fund Policy ("policy") is to ensure that all petty cash funds established within the College are operated in an approved manner and are protected against loss.
Contact: Kim Dalgleish, Controller, kim.dalgleish [at] mohawkcollege.ca (Email Kim)
REVISED Program Promotion and Graduation Requirements Policy
This policy outlines requirements related to program progression and graduation. Mohawk College is committed to a consistent, equitable and transparent process that facilitates students’ progression through their chosen Program of Studies to graduation.
Contact: Krista Welsh, Registrar, krista.welsh [at] mohawkcollege.ca (subject: Change%20of%20Name%20for%20Students%20Policy) (Contact Krista)
REVISED Program Quality Policy with New Program Suspension, Cancellation and Reactivation Procedure
This Policy provides an overarching framework for developing and delivering quality academic programming and maintaining exemplary academic standards. The Policy details critical processes that support academic quality and demonstrate the College’s commitment to continuous improvement and alignment with Ministry standards and directives.
Contact: Janet Shuh, Dean, CE and Program Quality, janet.shuh [at] mohawkcollege.ca (subject: Program%20Quality%20Policy) (Email Janet)
REVISED Grading and Transcripts Policy
The purpose of this policy is to To establish a clear, consistent and equitable approach for recognizing and reporting student academic achievement. This policy applies to Postsecondary, Continuing Education, Apprenticeship programs and courses, along with Community Training where applicable.
Changes to the policy include movement of procedural information into the main policy body, (section 6.4 specifically), updating into new College policy template, inclusion of definitions which align to other Registrarial policies.
Contact: Krista Welsh, Registrar, krista.welsh [at] mohawkcollege.ca (subject: Change%20of%20Name%20for%20Students%20Policy) (Contact Krista)
REVISED Admission Standards Policy
The purpose of this policy is to provide an equitable and consistent framework by which all applicants shall be considered for admission to all Mohawk College post-secondary programs of instruction as outlined in the Ministry of College and Universities (MCU) Binding Policy Directive on Admission.
Changes to the policy include clarification on unique international student processes and the addition of current processes for admissions into programs that are being delivered under a contract.
Contact: Krista Welsh, Registrar, krista.welsh [at] mohawkcollege.ca (subject: Change%20of%20Name%20for%20Students%20Policy) (Contact Krista)
REVISED Employee Information Policy (formerly Release of Employee Information Policy)
This policy also replaces the Contents of and Access to Employee Personnel File Policy.
The purpose of Employee Information Policy is to outline Human Resources collection, use, disclosure, and retention of personal employee information required to fulfill Mohawk College’s requirements by law and for purposes stated within this policy.
Contact: Megan Mascarin, Chief Human Resources Officer,megan.mascarin [at] mohawkcollege.ca (subject: Vacation%20Policy) ( Email Megan)
This policy also replaced the Staff Working the Last Day Before the Holiday Break Policy.
Mohawk College recognizes that a healthy work-life balance is a key contributor to employee wellness. Mohawk College strongly encourages employees to take their annual vacation entitlements as part of achieving this balance. Vacation entitlement and planning are managed in accordance with the provisions outlined within this Vacation Policy and in accordance with the Terms and Conditions of Employment, the applicable Collective Agreement and legal provisions that guide the employment relationship.
Contact: Megan Mascarin, Chief Human Resources Officer,megan.mascarin [at] mohawkcollege.ca (subject: Vacation%20Policy) ( Email Megan)
REVISED Academic Scheduling Policy
Mohawk College is committed to the design, creation and publication of student and faculty timetables. It is understood that the quality of timetables and the quality of education are related and impact the overall experience of students. The preparation of Postsecondary and Apprenticeship timetables involves a team of academic area and Academic Scheduling working together. The manner in which all stakeholders discharge their duties is critical to the quality and timeliness of the final schedules.
Contact: Krista Welsh, Registrar, krista.welsh [at] mohawkcollege.ca (subject: Change%20of%20Name%20for%20Students%20Policy) (Contact Krista)
REVISED Program of Studies Policy
This policy provides guidelines with respect to consistent processes, which are required for the development and maintenance of definitive Programs of Studies. This policy outlines standardized procedures to ensure programs meet and exceed standards and expectations for quality and relevance.
Contact: Krista Welsh, Registrar, krista.welsh [at] mohawkcollege.ca (subject: Change%20of%20Name%20for%20Students%20Policy) (Contact Krista)
REVISED Prior Learning Assessment and Recognition Policy
This policy articulates the College's commitment to, and standardization of, processes and procedures for the assessment and recognition of learning acquired through self directed study, work and/or other life experiences that are not recognized by formal transfer of credit processes.
Contact: Krista Welsh, Registrar, krista.welsh [at] mohawkcollege.ca (subject: Change%20of%20Name%20for%20Students%20Policy) (Contact Krista)
REVISED Change of Name for Students Policy
This policy outlines the process for students and former students requesting to change their legal, preferred, chosen or lived name on their College records and to ensure appropriate processes are in place to maintain the integrity of College records.
As a college community, we endeavor to be equitable and inclusive in all our interactions, practices and processes. Mohawk College is committed to upholding college members’ sense of belonging knowing this is integral to our collective working experience and well-being.
Contact: Krista Welsh, Registrar, krista.welsh [at] mohawkcollege.ca (subject: Change%20of%20Name%20for%20Students%20Policy) (Contact Krista)
REVISED Travel Expense and Hospitality Policy
The purpose of Mohawk College’s (the “College”) Travel Expenses and Hospitality Policy (“Policy”) is to:
- set out rules and principles for the reimbursement of business related expenses to ensure fair and reasonable practices;
- establish an accountability framework to effectively guide college staff in respect to the reimbursement of expenses; and
- provide transparency of the College’s travel and hospitality policy.
Contact: Angela Zehr, Chief Financial Officer, angela.zehr [at] mohawkcollege.ca (Email Angela)
REVISED Recruitment and Selection Policy
The purpose of this Recruitment and Selection Policy is to ensure a timely, equitable and effective employee recruitment and selection process that complies with relevant employment legislation and applicable collective agreements. The recruitment and selection process must be transparent, impartial and applied consistently.
Contact: Megan Mascarin, Chief Human Resources Officer, megan.mascarin [at] mohawkcollege.ca (Email Megan)
REVISED Access to Student Records Policy
This policy provides information on requesting permission to access student information, retained by the Registrar’s Office, related to the payment of tuition and fees and the disclosure of student information to third parties.
Contact: Krista Welsh, Registrar, krista.welsh [at] mohawkcollege.ca (Email Krista)
REVISED Acceptance of Payment Cards Policy
The purpose of Mohawk College’s Acceptance of Payment Cards Policy is to outline the responsibilities of individuals who accept and process payment cards on behalf of the College. This policy will also establish procedures for accepting, processing and storing information relating to payment card transactions at the College that will minimize risk and are within the rules, regulations and guidelines established by the Payment Card Industry (PCI).
Contact: Andrew Frank, Director, Cyber Security andrew.frank [at] mohawkcollege.ca (subject: Information%20Security%20Incident%20Response%20Policy) (Email Andrew) or Angela Zehr, Chief Financial Officer, angela.zehr [at] mohawkcollege.ca (Email Angela)
NEW Information Security Incident Response Policy
This Policy ensures commitment to the protection of Information and Technology resources by governing accepted College requirements and activities as they relate to Cyber and Information Security Incident Response processes, enables incident response teams to act quickly and decisively, and sets roles and responsibilities within these processes.
Contact: Sinisa Aleksa, Chief Information Officer sinisa.aleksa [at] mohawkcollege.ca (subject: Information%20Security%20Incident%20Response%20Policy) (Email Sinisa )or Andrew Frank, Director, Cyber Security andrew.frank [at] mohawkcollege.ca (subject: Information%20Security%20Incident%20Response%20Policy) (Email Andrew)
REVISED Health and Safety Policy
Mohawk College values the health, safety and well-being of the College community and is committed to providing a safe working and learning environment through policies, programs, procedures and guidelines that meet or exceed the requirements of the Occupational Health and Safety Act (OHSA). Workers, visitors and contractors are responsible for working safely and in accordance with applicable legislation and Mohawk College requirements. To achieve a healthy and safe workplace, we must all work together to create a high level of health and safety awareness and respect health and safety policies, procedures and legislation.
Contact: Megan Mascarin, Chief Human Resources Officer, megan.mascarin [at] mohawkcollege.ca (subject: Health%20and%20Safety%20Policy) (Email Megan) or Vijay Patel, Director, Health Safety and Wellnessvijay.patel4 [at] mohawkcollege.ca (subject: Health%20and%20Safety%20Policy) ( Email Vijay)
REVISED Intellectual Property and Commercialization Principles Policy
Mohawk College values academic excellence, inquisitiveness and curiosity. The Intellectual Property Policy reflects these values and seeks to encourage creativity and innovation, openness, and the sharing of ideas among employees, students and third-party contractors.
Inventions and creative works developed by individuals under the authority of the College may have commercial as well as scientific and scholarly value. This policy governs the ownership and commercialization of any resulting Intellectual Property rights. It is the responsibility of all College employees and students to understand and act within the confines of this policy.
Contact: Tom Ferns, General Counsel & Corporate Secretary, tom.ferns [at] mohawkcollege.ca (subject: IP%20Policy) (Email Tom), Sue Russwurm, Paralegalsue.russwurm [at] mohawkcollege.ca (subject: IP%20Policy) ( Email Sue), and/or Cristina Gage, Dean, Applied Research, cristina.gage [at] mohawkcollege.ca (subject: IP%20Policy) (Email Cristina)
The purpose of this policy is to set out rules for the use of literary and artistic works at Mohawk College. All works, whether published in physical format, digital or available on the Internet, may be subject to copyright. Rights holders have the legal right to control the reproduction, publication and performance of their works in any material form, including the publication and distribution of digital copies via the Internet. The Copyright Policy reflects these values and is communicated to all employees with the understanding that everyone will endeavour to work with others’ materials in this spirit. It is the responsibility of all College employees and students to understand and act within the confines of this policy.
Contact: Tom Ferns, General Counsel & Corporate Secretary,tom.ferns [at] mohawkcollege.ca (subject: Copyright%20Policy) ( Email Tom) or Sue Russwurm, Paralegal sue.russwurm [at] mohawkcollege.ca (subject: Copyright%20Policy) (Email Sue)
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.
- SS-3206-2016 Student Success Policy Framework
- SS-3205-2017 Student Rights and Responsibilities Policy Framework
- CS-1301-2013 Contents of and Access to Personnel Files Policy
- CS-1311-1984 Staff Working on Last Day Before the Holiday Break Policy
- CS-1310-1985 Creation and/or Filling of Budgeted Positions Policy
- CS-1205-3005 Leasing of Equipment Policy
- CS-1501-2007 Electronic Communications Policy
- SS-3203-2008 Academic Honesty Policy (Now Academic Integrity Policy)
- RP802 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)