Corporate Policies and Procedures

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 Special Recognition Awards Policy

This policy has been updated with administrative changes only and is currently undergoing a fulsome review. 

This policy outlines approaches and criteria for recognizing outstanding service to the College and the community by an external organization or individual.

Contact: Katie Burrows, Registrar, katie.burrows [at] mohawkcollege.ca (subject: Special%20Recognition%20Awards%20Policy) (Email Katie)

REVISED Flexible Work Arrangements Policy

The purpose of Mohawk College’s Flexible Work Arrangements Policy (the “Policy”) is to support the attraction and retention of quality talent, support the operational effectiveness of the College and foster a community of wellness for its employees, to be consistent with Mohawk’s aspirations to strengthen supports, and to identify flexible work options that respect the diverse needs of all employees.  

The Policy explains the requirements and process to creating a positive flexible work arrangement between employees and their managers. This Policy provides a broad overview of the various types of flexible work arrangements and remote work arrangements available to College employees, where operational requirements are permitting, and the framework within which they are to be administered. 

This Policy outlines the key considerations for employees and managers to review in considering whether a flexible work arrangement is appropriate for the particular employee’s position and duties.  This Policy is considered a formal guideline to help support managers and employees in establishing these arrangements. It is important to acknowledge that no single approach will apply for all situations.

Contact: Megan Mascarin, Chief Human Resources Officer, megan.mascarin [at] mohawkcollege.ca (subject: Flexible%20Work%20Arrangements%20Policy) (Email Megan) or Neil Culp, Director, Employment Relations, TAC & HRC, neil.culp [at] mohawkcollege.ca (subject: Flexible%20Work%20Arrangements%20Policy) (Email Neil)

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)

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: Joanne Lack, Manager, Accounting Services joanne.lack [at] mohawkcollege.ca (subject: Acceptance%20of%20Payment%20Cards%20Policy) (Email Joanne )or Andrew Frank, Director, Enterprise Architecture, Information Security and Governance andrew.frank [at] mohawkcollege.ca (subject: Acceptance%20of%20Payment%20Cards%20Policy) (Email Andrew)

REVISED Sexual Assault and Sexualized Violence Policy

Mohawk College is committed to preventing and addressing all forms of sexual assault and sexualized violence (herein referred to as sexualized violence) within the College Community. All members of this community (i.e. all students, employees, governors, volunteers, appointees, contractors/suppliers and invited guests) have a right to study, work and socialize in an environment free from all forms of sexualized violence.

The primary purpose of this policy and related procedures is to ensure that those affected are believed, appropriately supported and accommodated, and to set out the way in which the College responds to and addresses sexualized violence. It also makes it clear that the College’s process of investigation provides procedural fairness and holds individuals who have committed sexualized violence accountable.

Contact: Maxine Carter, Chief, Equity, Diversity and Inclusion Officer, maxine.carter2 [at] mohawkcollege.ca (subject: SASV%20Policy) (Email Maxine)

NEW Testing Centre Usage Policy

The purpose of this policy is to define the services, priorities and responsibilities of the Testing Centre, including important processes related to test booking, communication, academic integrity, academic accommodations, and confidentiality. This policy also outlines the responsibilities of students and employees who require use of the facility. 

Contact: Hetal Patel , Manager, Testing Centre hetal.patel [at] mohawkcollege.ca (subject: Testing%20Centre%20Usage%20Policy) (Email Hetal) or Aisling Burke, Director, Student Success Initiatives aisling.burke [at] mohawkcollege.ca (subject: Testing%20Centre%20Usage%20Policy) (Email Aisling)

NEW Animals on Campus Policy

The purpose of this policy and related procedures is to manage and identify circumstances where animals are permitted on campus.

Contact: Louisa Drost, Chief, Wellness, Accountability and Student Engagement Officer, Email Louisa

REVISED Ethical Conduct of Research Involving Humans Policy

This policy supports the establishment of an independent REB that has the authority and mandate to review the ethical acceptability of research on behalf of Mohawk College and is compliant with the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans, TCPS2 (December 2018).

The TCPS2 (2018) is a joint policy of the Canadian Institutes of Health Research (CIHR), the Natural Sciences and Engineering Research Council (NSERC), and the Social Sciences and Humanities Research Council (SSHRC). The TCPS2 (2018) describes the principles and procedures that govern research conducted with humans.

This policy supports the delegation of authority to the Mohawk College Research Ethics Board (MCREB) to review the ethical acceptability of research including approving, rejecting or proposing modifications to research applications on behalf of Mohawk College.

Contact: Janet Shuh, CE, Academic Quality & CTL, janet.shuh [at] mohawkcollege.ca (subject: Ethical%20Conduct%20of%20Research%20Involving%20Humans%20Policy) (Email Janet)

NEW Local Administrator Policy
This policy defines rules regarding the granting and use of administrative privileges on Mohawk College owned devices which run Windows 10 or Apple macOS.  This does not include cellular phones and may include some tablets.

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

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)

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)

 

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)