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 Lapcevich. jessica.lapcevich [at] mohawkcollege.ca (Email Jessica)
Policies and procedures are available in accessible formats upon request.
Regular Policy Updates
REVISED Program Curriculum Policy
This policy has been revised to update key definitions, strengthen references and framing to Universal Design for Learning, incorporation of work integrated learning into course outline, updated approval levels for course evaluation plans and final grade calculation and updated appendices.
This policy presents a framework for the creation, approval, maintenance, storage, retrieval and distribution of program information relative to all programs and courses offered by Mohawk College.
Contact: Janet Shuh, Dean, CE, Acad Quality & CTL, janet.shuh [at] mohawkcollege.ca (Email Janet)
REVISED Student Feedback on Teaching Policy
This policy has been revised to include Apprenticeship programs and a new Student Feedback on Teaching Procedure.
This policy is intended to provide a framework for collecting and disseminating student feedback on course and program content and teaching.
Contact: Janet Shuh, Dean, CE, Acad Quality & CTL, janet.shuh [at] mohawkcollege.ca (Email Janet)
This policy has been revised to incorporate the Short-Term Disability - Supplement Policy, to address mental health, expand on understanding of what modified/transitional duties, and to expand definitions, including reasonable accommodation and non-occupational illness. The policy now includes a dispute resolution process.
This Policy is written with the intention of promoting a fair, transparent and just process that is respectful of each employee’s individual health situation and rights while also administering the business of the College in a responsible manner. The purpose of this Policy is to ensure effective, proactive and consistent management of cases relating to return to work (RTW). This can consist of short or long‑term disability (occupational or non-occupational), in addition to requests for accommodations related to medical reasons.
The specific objectives of this Policy are:
- To ensure that all individuals involved in the Return to Work are treated with dignity and respect;
- To confirm the College’s commitment to providing appropriate support and assistance to employees over the course of the employee’s recovery, and their safe and timely return to meaningful work;
- To develop a RTW management framework through which individual Return to Work cases are managed;
- To outline a process to accommodate employees who have medical restrictions and limitations with respect to their Return-to-Work arrangements;
- To promote the administration of Return-to-Work process in a fair and supportive manner; and
- To fulfil the requirements of applicable policies and procedures, collective agreements and relevant legislation, including but not limited to the Ontario Human Rights Code and the Occupational Health and Safety Act of Ontario.
Contact: Vijay Patel, Director, Health Safety and Wellnessvijay.patel4 [at] mohawkcollege.ca (subject: Health%20and%20Safety%20Policy) ( Email Vijay)
REVISED Violence Prevention and Protection Policy
This policy has been updated to be consistent with the Occupational Health and Safety Act, to incorporate principles of Equity, Diversity and Inclusion, and, clearly address domestic violence and the creation of a safety plan.
This policy sets out the reporting and complaint process as well as the framework to enhance the safety and security of the College Community, respond to situations involving serious threats and acts of violence on College premises and at College-related events and minimize the probability of recurrence of dangerous situations and behaviours.
Contact: Vijay Patel, Director, Health Safety and Wellnessvijay.patel4 [at] mohawkcollege.ca (subject: Health%20and%20Safety%20Policy) ( Email Vijay)
REVISED Procurement Policy (formerly Purchasing Policy)
This policy has been revised to reflect changes to the Broader Public Sector Procurement Directive, including, increases to procurement thresholds, supplier code of conduct, waiver of purchasing for non-competitive procurement and Build Ontario Business Initiative.
The purpose of this policy is to detail the principles, procedures, roles and responsibilities for the procurement of goods and services, including construction, consulting services, information technology, research expenditures, no cost purchases and revenue generating Contracts. Furthermore, the policy is to:
- ensure compliance with applicable legislative and regulatory procurement requirements, including:
- the Broader Public Sector Procurement Directive Act, 2010, including the Interim Measures and the Building Ontario Businesses Initiative Act;
- Applicable trade agreements, such as the Canadian-European Union Comprehensive Economic and Trade Agreement (CETA) and the Canadian Free Trade Agreement (CFTA);
- establish an accountability framework to effectively guide college staff and faculty with assignment of clear responsibilities throughout each stage of the procurement process;
- ensure that all employees, including any external consultants or other service providers participating, involved in the purchase of Deliverables are aware of the applicable governing legislation, regulation and code of conduct(s) and adhere to the highest standards of professional ethics; and
- ensure that publicly funded Deliverables are acquired through a process that is open, fair, and transparent.
Contact: Sherri Giles, Director, Procurement,sherri.giles [at] mohawkcollege.ca ( Email Sherri)
REVISED Change of Employee Name Policy
This policy has been updated to align, where possible, with the Change of Student Name Policy, and, to clarify where a Preferred or Lived name can/cannot be used, and, to update the procedure for changing an employee name.
This policy outlines the process for employees to change their name in their employee records and to ensure processes are in place to maintain the integrity of employee records.
Contact: Rebecca Sprague, Director, HR Services, rebecca.sprague [at] mohawkcollege.ca (Email Rebecca)
This policy has been updated to align with current practice and terminology.
The purpose of this procedure is to ensure an effective response upon the activation of fire alarm systems of the protection of the Mohawk College community and building occupants.
Contact: Cathy O'Donnell, Director, Security Services, catherine.odonnell [at] mohawkcollege.ca (Email Cathy)
REVISED Active Threat Procedures
This policy has been updated to align with current practice and terminology.
As part of the Emergency Response Policy Framework, the following procedures are developed to provide general direction to the Mohawk College Community on how to respond during an active threat or imminent threat incident. These procedures are formed in order to prevent injury, loss of life and to mitigate damage. There are two distinct procedures within the Active Threat Procedure: Lockdown, and Hold and Secure. These procedures are specific to type of incident reported or known.
Contact: Cathy O'Donnell, Director, Security Services, catherine.odonnell [at] mohawkcollege.ca (Email Cathy)
REVISED Emergency Response Policy
This policy has been updated to align to changes made in the Emergency Response Plan based on feedback and review of pandemic response, and, changes made by the Emergency Management Ontario structure.
The purpose of this policy is to establish response procedures to ensure the College is prepared to respond to a wide range of emergencies, critical incidents or business disruptions in a coordinated, timely and effective manner.
Contact: Cathy O'Donnell, Director, Security Services, catherine.odonnell [at] mohawkcollege.ca (Email Cathy)
REVISED Credit Transfer, Educational Pathways and Articulation Agreements Policy
This policy has been revised to provide clarity on processes governing credit transfer through course exemptions in a student's current program of study, and, processes that support education transfer, articulation agreements and student mobility. A new appendix regarding the development of articulation agreements has also been added.
This Policy is intended to enable and enhance student academic mobility by defining and operationalizing the conditions for recognition of formal learning through credit transfer at Mohawk College.
Further the Policy, and supporting processes, solidify a commitment to enable student educational pathways through the development and use of articulation agreements both internal and external to the College that recognize and give credit for prior learning thereby reducing barriers in the attainment of future educational credentials.
Contact: Janet Shuh, Dean, CE, Acad Quality & CTL, janet.shuh [at] mohawkcollege.ca (Email Janet)
REVISED Program Advisory Committees Policy
This policy has been revised without any changes.
This policy outlines the College position on Program Advisory Committees and describes procedures for their effective operation.
Contact: Janet Shuh, Dean, CE, Acad Quality & CTL, janet.shuh [at] mohawkcollege.ca (Email Janet)
REVISED Employee Learning and Development Policy (Formerly Professional Development Policy)
This policy has been extensively revised to include both professional and personal development and individual procedures for specific forms of learning and development.
The purpose of college wide training, learning and development, is to continually improve employees’ awareness, understanding, competencies, knowledge, and performance. This contributes toward building strong foundations, improved employee engagement, job satisfaction, career progression, aspirations, and employee contributions. Learning and development programs also help leaders to improve their ability to train and mentor employees to reach their greater potential and empower employees to foster a workplace where everyone thrives.
The act of engaging in employee learning and development encompasses one’s commitment to social responsibility and moral imperatives. These objectives are aligned with the College’s strategic direction and people plan.
This policy provides a framework for eligible employees that guides decisions, funding and procedures regarding employee learning and development programs and benefits.
The policy will:
- Ensure learning and development (L&D) programs identified within this policy are reviewed and updated in alignment with the College’s strategic, academic and people plans
- Ensure funding availability from either within the College or as part of the Ministry of Colleges and Universities.
- Ensure procedures are outlined and exist for all programs governed by this policy
- Ensure budgets and or funding are appropriately allocated to support applicable programs in a fiscally responsible way with consideration to Canada Revenue Agency (CRA) guidelines where applicable.
- Ensure program procedures include;
- Eligibility criteria,
- Operating decisions,
- Supporting documentation, applications and related policies where applicable,
- Definitions specific to the respective program,
- Identified owners, roles and responsibilities,
- Funding source and or budget ownership and,
These Learning and Development programs include but are not limited to:
- Educational Assistance-Tuition Reimbursement Benefit & Tuition Loan -Appendix A
- Ministry Approved and Funded Discounted Courses -Tuition Fee Reduction -
- Professional Development Leave
- Departmental Budget - Professional Development Requests
Contact, Gina Miraglia, Director People & Organizational Development, gina.miraglia [at] mohawkcollege.ca (Email Gina)
REVISED Breadth (Degrees) Policy
This policy has been updated to identify upper breadth and lower breadth, add reference to collaborative degree programs, updating of principles and to reflect PEQAB requirements.
This policy outlines a framework to ensure that College degree programs delivered by Mohawk College comply with the breadth requirements as specified by the Postsecondary Education Quality Assessment Board (PEQAB: 2022, Manual for Ontario Colleges: Applying for Ministerial Consent under the Post-Secondary Education Choice and Excellence Act, pp.27-28).
Contact: Janet Shuh, Dean, CE, Acad Quality & CTL, janet.shuh [at] mohawkcollege.ca (Email Janet)
REVISED Animals on Campus Policy
This policy has been revised to align to the AODA and clarify differences between Support Animals and Service Animals.
The purpose of this policy and related procedures is to manage and identify circumstances where animals are permitted on campus.
Contact: Louisa Drost, Dean of Students, louisa.drost [at] mohawkcollege.ca (Email Louisa)
REVISED Respectful Workplace (Anti-Harassment & Anti-Discrimination) Policy
This policy has been revised to update procedure, consider cyber bullying and digital technologies and strengthening of language regarding bad faith complaints.
The Respective Workplace (Anti-Harassment and Anti-Discrimination) Policy (the “Policy”) is consistent with the Human Rights Code and the OHSA and should be read in conjunction with the applicable collective agreement provisions.
The purpose of this policy is to:
- Develop and maintain a work and learning culture that is grounded in equity and inclusion which does not tolerate any forms of discrimination and/or harassment;
- Communicate employees’ rights, responsibilities and types of conduct that are covered by the Policy;
- Provide supportive resources, including training and coaching, to foster a respectful work and learning environment;
- Outline the procedures for responding to allegations of discrimination and harassment. The procedures aim to provide people with multiple options for resolving harassment and discrimination concerns, including a complaint and investigation process and alternative resolution options.
Contact: Neil Culp, Director, Employment Relations & TAC, neil.culp [at] mohawkcollege.ca (Email Neil)
REVISED Health and Safety Policy
This policy has been reviewed without any changes.
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 Health Risk to College Community Procedure
This procedure has been updated to consider hybrid work environments and lessons learned from the COVID-19 Pandemic.
This procedure applies to reportable communicable diseases. In the event of a pandemic, the college would defer to the Pandemic Plan. In consultation and partnership with Public Health, the following procedure applies to all Mohawk College campuses.
Contact: Louisa Drost, Dean of Students, louisa.drost [at] mohawkcollege.ca (Email Louisa)
REVISED Convocation Ceremony Policy
This policy has been updated to reflect current policy template, addition of language related to electronic credentials, and, ability for students to wear ceremonial dress.
The purpose of this policy is to outline the College’s approach to formally recognize the successful completion of programs of studies.
Contact: Krista Welsh, Registrar, krista.welsh [at] mohawkcollege.ca (subject: Change%20of%20Name%20for%20Students%20Policy) (Contact Krista)
This policy has been updated to include modern language and legislative changes, a newly formed Academic Accommodations Advisory and Review Committee and alignment with Strategic Plan.
This policy is to inform and guide the Mohawk College community in providing academic accommodations for students with accessibility needs. Following the Ontario Human Rights Code (OHRC) 2018 Policy on Accessible Education for Students with Disabilities, the Accessibility for Ontarians with Disabilities Act (AODA), and the best practice recommendations of the Post-secondary Education Accessibility Standards (PEAS), the college will support students with accessibility needs to meet the requirements of Mohawk College’s courses and programs including experiential learning opportunities. This policy outlines the roles and responsibilities of the College Community when providing academic accommodations for students with accessibility needs.
Contact: Louisa Drost, Dean of Students, louisa.drost [at] mohawkcollege.ca (Email Louisa) or Toby Merritt, Director, Accessible Learning Services, toby.merritt [at] mohawkcollege.ca (Email Toby)
REVISED Access to Student Records Policy
This policy has been updated to direct students to the Email Ask Form to make requests for the release of student information and access to the appropriate form, if applicable. No other changes made.
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 (subject: Change%20of%20Name%20for%20Students%20Policy) (Contact Krista)
NEW Fee, Withdrawal and Tuition Refund Policy
This policy replaces the former Withdrawal and Redirection Procedure.
This is a new policy that speaks to the requirements related to fees, withdrawals and tuition refunds associated with post-secondary, continuing education and apprenticeship students. The policy explains the different types of fees (tuition, compulsory ancillary and compulsory program), requirement for fee payment as well as the process and timelines to request a withdrawal from a course or program.
Contact: Krista Welsh, Registrar, krista.welsh [at] mohawkcollege.ca (subject: Change%20of%20Name%20for%20Students%20Policy) (Contact Krista)
REVISED Academic Appeals Policy
This policy has been updated to include all academic appeals; grades, academic integrity, PLAR decisions and promotion status. This change aligns processes and timelines for all academic appeals. Additional information on the grounds for appeal is included within the policy which also has detailed information on the process (and requirements) to move from an informal review of the academic decision to a formal Level 2 appeal hearing.
This policy provides guidelines with respect to promoting fairness and consistency in academic decisions affecting Mohawk College students. This policy outlines the standardized procedures for the appellant to challenge an academic decision, and to ensure reasonable and impartial treatment of student concerns related to academic decisions.
This policy provides students with a respectful and consistent process to review academic decisions as defined in the policy, where there is a perception of unfair treatment, which impacts the student’s academic standing or progress.
This policy summarizes an informal collaborative approach to appeals, along with mechanisms to escalate the conversation to an impartial committee if the appeal is not resolved.
Contact: Krista Welsh, Registrar, krista.welsh [at] mohawkcollege.ca (subject: Change%20of%20Name%20for%20Students%20Policy) (Contact Krista)
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)
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.
- CS-1316-2013 Short-Term Disability Supplement Policy (incorporated into Return to Work Policy)
- CS-1300-2013 Records Retention - Human Resources Policy
- Withdrawal and Redirection Procedure
- 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)