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

    NEW Indigenous Content in College Events Policy

    This policy is intended to provide a framework for college departments and staff to incorporate Indigenous community members and Indigenous themes into college events in a timely, respectful, and culturally appropriate way.

    Contact: Amanda Collina, Manager, Indigenous Student Services, amanda.collina [at] mohawkcollege.ca (subject: Indigenous%20Content%20in%20College%20Events%20Policy) (Email Amanda)

    REVISED Purchasing Policy PDF (3.1mb)

    The purpose of this policy is to set rules which ensure that Goods and Services are acquired through a process that is open, fair, transparent and consistent with government policy and applicable trade agreements; establish an accountability framework to effectively guide college staff with assignment of clear responsibilities throughout each stage of the procurement process; and ensure that the college’s procurement processes are managed appropriately and consistently at all times.

    Contact: Chief Financial Officer, Angela Zehr, angela.zehr [at] mohawkcollege.ca (subject: Purchasing%20Policy) (Email Angela)

    REVISED Acceptable Employee Use of IT Resources Policy

    The purpose of this policy is to provide College employees with guidance on acceptable and unacceptable use of the College’s Information Technology (IT) resources.

    Contact: Sinisa Aleksa, Chief Information Officer, sinisa.aleksa [at] mohawkcollege.ca (subject: Requirements%20for%20Encryption%20Policy) (Email Sinisa)

    REVISED Acceptable Student Use of IT Resources Policy

    The purpose of this policy is to provide students with guidance on acceptable and unacceptable use of the College’s Information Technology (IT) resources.

    Contact: Sinisa Aleksa, Chief Information Officer, sinisa.aleksa [at] mohawkcollege.ca (subject: Requirements%20for%20Encryption%20Policy) (Email Sinisa)

    NEW Requirements for Encryption Policy (available internally only through SSO)

    This document defines the requirements for system administrators in implement cryptographic controls to protect the confidentiality and integrity of informational assets at Mohawk College.  

    Contact: Sinisa Aleksa, Chief Information Officer, sinisa.aleksa [at] mohawkcollege.ca (subject: Requirements%20for%20Encryption%20Policy) (Email Sinisa)

    NEW Patch and Vulnerability Management Policy (available internally only through SSO)

    This policy provides expectations for the way that Information Technology Systems are maintained over their life cycle to reduce cyber security incidents by deploying security configuration changes and software patches.

    Contact: Sinisa Aleksa, Chief Information Officer, sinisa.aleksa [at] mohawkcollege.ca (subject: Requirements%20for%20Encryption%20Policy) (Email Sinisa)

    NEW IT Infrastructure Security Policy (available internally only through SSO)

    This policy provides Information Technology professionals across all business units of the College with a common baseline to protect the confidentiality, integrity, and availability of College assets.

    Contact: Sinisa Aleksa, Chief Information Officer, sinisa.aleksa [at] mohawkcollege.ca (subject: Requirements%20for%20Encryption%20Policy) (Email Sinisa)

    NEW IT Asset Management Policy
    The purpose of this policy is to ensure that technology assets are procured and maintained in a way that optimizes their value to the College and ensures the College can operate in a sustainable and safe environment.

    Contact: Sinisa Aleksa, Chief Information Officer, sinisa.aleksa [at] mohawkcollege.ca (subject: Information%20Governance%20and%20Security%20Policy) (Email Sinisa)

    NEW Information Governance and Security Policy PDF (175kb)
    This policy provides Mohawk College with direction on handling electronic and physical information with central and consistent guidance on creating, collecting, classifying, labelling, securing, storing, using, copying, transferring, and disposing of information. This policy also defines roles and responsibilities as it relates to the lifecycle and integrity of information.

    Contact: Sinisa Aleksa, Chief Information Officer, sinisa.aleksa [at] mohawkcollege.ca (subject: Information%20Governance%20and%20Security%20Policy) (Email Sinisa)

    REVISED Health and Safety Policy  
    The purpose of the Health and Safety Policy is to clearly communicate Mohawk College’s commitment to provide a healthy and safe working and learning environment and to outline individual health and safety responsibilities for implementing this policy.

    This policy has been updated with minor changes only, including, definition alignment to the OHSA and the removal of students as they do not fall within the scope of this policy.

    Contact: Jason MacLean, Director, HR Services, Compensation and Benefits, jason.maclean [at] mohawkcollege.ca (Email Jason)

    REVISED Wireless and Cellular Technology Policy  

    This Policy outlines the College’s position on the acquisition of wireless and cellular devices, management of usage and data plans, acceptable use, and invoicing.

    This policy has been updated to reflect a new paperless process, a new dollar amount threshold for monthly usage and new procedures for signature and approval.

    Contact: Warren Gresko, Director, IT Service Desk, warren.gresko [at] mohawkcollege.ca (Email Warren)

    REVISED Acceptance of Payment Cards Policy  
    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 with minor changes only.

    Contact: Joanne Lack, Manager, Accounting Services, joanne.lack [at] mohawkcollege.ca (Email Joanne)

    REVISED Financial Reporting and Safekeeping of Capital Assets Policy  
    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. 

    This policy has been updated with minor changes only.

    Contact: Joanne Lack, Manager, Accounting Services, joanne.lack [at] mohawkcollege.ca (Email Joanne)

    NEW IT User Account Lifecycle Policy  

    This policy provides Mohawk College with explicit timelines on the closure of user accounts.  The College must keep an accurate and timely account registry to protect the personally identifiable information of our community members, the integrity and availability of our systems, and to further maintain cost efficient infrastructure and licensing.

    Contact: Sinisa Aleksa, Chief Information Officer, sinisa.aleksa [at] mohawkcollege.ca (Email Sinisa)

    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)

     

     

    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.

    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
    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;
    • 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)