UNBC University Policies and Procedures

University Policies establish the rules by which the University has decided to govern its affairs. University policies assign roles and responsibilities, provide guidance for the actions of members of the University Community, contribute to openness and transparency, facilitate operational continuity and consistency of decision-making, and reduce institutional risk. To be effective, University policies and their related procedures must comply with applicable law, be current, practical and useful, and readily accessible.

A University Policy is defined by all of the following criteria:

• It is a principled-based statement to be followed in carrying out the activities of the University;
• It has broad application throughout the University and is binding on members of the University community; and
• The subject matter is such that it requires Board of Governors, Senate, presidential or vice-presidential review, and approval for policy issuance and revision.

A University Procedure is a process or set of steps to be followed in order to give effect to a University policy.

Other Types of Guiding Documents

There are other types of guiding documents that are critical to the operations of the University, which are defined below. The development and cyclical review of the following documents are the responsibility of the individual academic and administrative units, and require the approval of the department/unit lead and the designated executive authority. Please contact the Office of University Governance before beginning work on one of these guiding documents.

Guidelines are a set of statements or directions determining a course of action. They are generally comprehensive guides to problems and approaches in any discipline or activity. Guidelines are not binding and are not enforced. Guidelines are to make the actions of its employees or divisions more predictable and of higher quality.

A Handbook is a type of reference work, or other collection of instructions, that is intended to provide a ready reference. It is a book giving information such as facts on a particular subject or instructions.

Standards are a repeatable, harmonized, agreed and documented way of doing something. Standards contain technical specifications or other precise criteria designed to be used consistently as a rule, guideline, or definition.

A Protocol is a standard set of rules prescribing strict adherence to correct etiquette and precedence.

A Unit Policy provides direction and respond to issues within a specific academic or administrative unit. Unit policies are developed and approved within individual units, but must still be consistent with other unit and university policies and  applicable laws.

Unit Procedures or Standard Operating Procedures establish the steps in operating practices for certain administrative functions. They are focused on and designed to promote best business practices, improve organizational communication, reduce risk and exposure and provide for necessary internal controls over resources and business transactions. Unit Procedures or Standard Operating Procedures are developed and approved within individual units, but must still be consistent with other unit and university policies, procedures and applicable laws.

Development and Review

Before beginning any work on developing or reviewing University policies and procedures, please contact the Office of University Governance for guidance at policy@unbc.ca.

Individuals, bodies or groups who perceive the need for the development of a new University Policy or the revision of an existing University Policy need to consult with the Designated Executive Officer (President or a Vice-President), who decides whether to develop or review the University Policy. Procedures may be developed or reviewed simultaneously with a University Policy or after a University Policy has been approved,.

Final drafts of new or revised Policies and Procedures are to be submitted to the Office of University Governance Lead, who posts the drafts to the University Policy and Procedures Website. Once appropriate consultation is confirmed, the Office of University Governance Lead ensures the documents move through the appropriate approval process. 

Resources and Tools:

• Policy on University Policies and Procedures
• Procedures on University Policies and Procedures
• University Policies and Procedures Development and Review Checklist
• University Policies and Procedures Style Handbook

Please contact the Office of University Governance at policy@unbc.ca to request the Policy Template and/or Procedures Template.

University Policies and Procedures Approved After March 1, 2021

The format for University policies and procedures is currently going through a period of transition. All University policies and procedures approved after March 1, 2021 are posted below. Please note the format is a temporary solution until a new website is launched in Fall 2021. The Policies and Procedures have been organized according to the new identification system.

University Policies and Procedures Approved Prior to March 1, 2021

All University Policies and Procedures approved prior to March 1, 2021 can be found on UNBC SharePoint site.

• UNBC Policies and Procedures

If you are unable to access SharePoint, cannot locate a Policy or related Procedures, or want to confirm that the version of the document you are working with is current, please contact policy@unbc.ca.

Other Guiding Documents Approved After March 1, 2021

All other guiding documents approved after March 1, 2021 are posted below.

• Electronic Signatures Protocol

Consultation on Draft Policies and Procedures

New and revised University Policies and Procedures are posted here for input from the University community once the draft has been finalized.

Please read and review this policy and set of procedures. Send any feedback to policy@unbc.ca by Thursday, June 6, 2024.

• Records management policy (Draft)
• Procedures for responding to a request for access to or correction of information (Draft)
• Information and record classification levels (Draft)

Upon approval of the above Records Management Policy, the following policy will be repealed:

• Records Management (Interim)