Section: Board of Trustees	Number:  1.1
	Date Approved: November 19, 2002
Subject: Strategic Plan	Date Revised: March 20, 2007

 

The Board of Trustees shall develop and monitor a Strategic Plan that includes, at a minimum, a Vision Statement, Mission Statement, Goals and Objectives.

 The Board shall direct the CEO to administer the process of Strategic Planning.

The Board shall direct the CEO to administer the process of monitoring the strategic plan using trimester reports.

 

(see Procedure 1.1 for the current Strategic Plan)

Section: Board of Trustees	Number:  1.2
	Date Approved: October 9, 1996
Subject: Organization of the Board	Date Revised: March 20, 2007

The Officers of the Board shall consist of a Chairperson and a Vice-Chairperson.  These  positions shall be appointed according to the Act and Regulations.

 The Board may establish committees to act in an advisory capacity to the Board, as provided for in the Act and Regulations.

  

Section: Board of Trustees	Number:  1.3
	Date Approved: August 22, 1995
Subject: Officers Employed by the Board	Date Revised:  March 20, 2007

 

 The CEO shall be the Chief Executive Officer of the College, as specified by the Act and Regulations.

 

 

 

Section: Board of Trustees	Number:  1.4
	Date Approved: October 9, 1996
Subject: Signing Authority	Date Revised: February 23, 2010

 

The Board shall appoint, by position, officers to sign required legal documents, as required by the Act and Regulations.

The officers appointed to sign legal documents are the Chairperson or Vice-Chairperson and the CEO or Senior Academic Advisor or Director of Finance.

(Refer to Policy Manual Section 2 - Finance for related details)

Section: Board of Trustees	Number:  1.5
	Date Approved: August 22, 1995
Subject: Location of Offices	Date Revised: January 23, 2001

 

The Administration Office and a District Office shall be located in Humboldt, as specified by the Act and Regulations.

 A District Office shall be located at Southey (August 23, 2000)

 A District Office shall be located at Watrous (March 19, 1975)

 A District Office shall be located at Wynyard (January 30, 1980)

 A District Office shall be located at Davidson (June 22, 1987)

 

(see Procedure 1.5 for Carlton Trail Regional College map)

Section: Board of Trustees	Number:  1.6
	Date Approved: June 21, 1982
Subject: Organization Chart	Date Revised: February 2, 2009

 

(see Procedure 1.6 for current Organization Charts)

 

Section:  Board of Trustees	Number:  1.7
	Date Approved:    August 22, 1995
Subject:  Calling of Meetings	Date Revised:  February 23, 2010

 

Policies 1.7 to 1.11 inclusive are derived from Section 12 of the Regional Colleges Act that states:  "a Board shall establish bylaws governing the calling of meetings and the conduct of college business and affairs." 

Meetings may occur at the call of the Chairperson or Vice-Chairperson or as decided at Board meetings.

The Chairperson or Vice-Chairperson is authorized to call a conference call meeting when necessary.  

 

Section: Board of Trustees	Number:  1.8
	Date Approved:  September 13, 1982
Subject: Agenda for Board Meetings	Date Revised:  February 2, 2009

 

 

The agenda for Board meetings shall be established by having the CEO consult with the Board Chairperson.  The Board Chairperson has the final responsibility of determining agenda items prior to the meeting.  The agenda may be altered as required at Board meetings.

The minutes of the previous meeting and agenda for the next meeting, along with supporting documentation, shall be sent out one week prior to the Board meeting. 

Board members who wish to add items to the agenda prior to the Board meeting are advised to contact the Board Chairperson at least one week before the regular meeting.

Section:  Board of Trustees	Number:  1.9
	Date Approved:    August 22, 1995
Subject:  Board Meetings	Date Revised:  February 2, 2009

 

The public is welcome to attend Board meetings as observers, except when confidential matters are being discussed, at which time sessions shall be held in-camera.  Members of the public wishing to address the Board must seek prior approval.

In-camera sessions may be called by the Chairperson.  If an objection is raised by any Board member, a vote shall be necessary.  Those excluded from the meeting will be indicated by the Chairperson. 

The Board may invite College staff and others to participate in portions of the Board meeting.

 

Section:  Board of Trustees	Number:  1.10
	Date Approved:  August 9, 1982
Subject:  Quorum and Voting	Date Revised:  February 2, 2009

 

 

A majority of the members of the College Board shall constitute a quorum, as specified in the Act and Regulations.

If a member abstains from voting on any motion and desires to have the abstention recorded, it is the member's responsibility to notify the recording secretary accordingly.

As a guideline for conduct of a Board meeting, the procedures outlined in the current edition of Robert's "Rules of Order" shall be applied. 

Board motions are not required to be seconded. 

 

Section:  Board of Trustees	Number:  1.11
	Date Approved:  May 12, 1986
Subject:  Board Minutes	Date Revised:  February 2, 2009

 

The Board shall make public the approved minutes of the Board meetings, with the exception of minutes of in-camera sessions. 

 

Section: Board of Trustees	Number:  1.12
	Date Approved:    August 22, 1995
Subject:  Per Diem for Board Members	Date Revised:  November 13, 2007

 

 

Each Board member shall receive a per diem allowance and reimbursement of expenses for attending Board meetings, committee meetings and designated events, as specified in the Act and Regulations.  In addition, each Board member will receive a half per diem per month for meeting preparation.

 Designated events shall include: 

• annual trustee workshops and ASRC meetings
• area meetings
• Board representation at annual staff workshop
• document signing or other administrative function
• such other events as may be designated by the Board

 

(see Procedure 1.12 for Per Diem Allowances and Reimbursement of Expenses)

 

Section:   Board of Trustees	Number:  1.13
	Date Approved:    August 22, 1995
Subject:  Conflict of Interest	Date Revised:  November 16, 2004

 

The Carlton Trail Regional College Board of Trustees is responsible for carrying out its duties and responsibilities in an ethical manner while also protecting the integrity of the Board as a whole.  Trust and confidence in the College can only be sustained if all forms of conflict of interest are identified, disclosed and resolved.  There is an obligation of each board member demanding that there must not be, nor appear to be, any conflict between the private interests of the individual and his/her responsibility to the College.

A conflict of interest may be real, potential or apparent.  Conflict of interest is defined as: 

 

• Any situation where a board member's private interests may be incompatible or in conflict with their duties and responsibilities as a member of the Board;

 

• Any situation where a board member's membership in another organization may, or may be perceived to, influence their carrying out of duties and responsibilities as a member of the Board,

 

• Any situation in which Section 9 of the Regional Colleges Act may be violated.

Section 9 of the Regional Colleges Act states that "no member of a board shall vote on any matter before the board or any committee of the board in which the member or any member of his immediate family has a direct or economic interest."

The above statement is intended to prohibit a board member from engaging in any decision-making process that would give him/her a unique financial or other advantage or compromise the fair and honest discharge of the individual's duties, thereby avoiding a situation where it could be perceived that a board member has used their position to influence a decision which had a direct or economic benefit to that individual.  When adhered to, the Conflict of Interest policy and procedures do not unfairly deny the opportunity to have a board member's business serve the College simply because the business owner has agreed to serve on the Board of Trustees.

A board member shall not make application for, nor be eligible for, employment by the College.  Members of the immediate family of a board member shall not be eligible for employment by the college, unless no other qualified candidate is available.  For the purpose of the policy, "immediate family" is defined as the board member's: spouse, common-law spouse, son, son-in-law, daughter, daughter-in-law, father, mother, father-in-law, mother-in-law, brother, sister, grandchildren and grandparents.

The implementation and administration of the policy is the responsibility of each board member.

 

 

Section:  Board of Trustees	Number:  1.14
	Date Approved:    August 22, 1995
Subject:  Board Development	Date Revised:  February 2, 2009

 

 

The Board recognizes the responsibility to encourage and facilitate the personal development of its members as trustees and as community leaders in adult education.  To this end, the Board will make budgetary provision each year for various types of learning experiences for its members:

• Attendance of some or all Board members at selected local, provincial or national conferences or meetings offering programs related to the work of the College and affording opportunities to meet their counterparts in other centres and learn first-hand what is developing in adult education elsewhere.

 

• Training sessions, seminars, or retreats specifically designed to enhance Board members' effectiveness as trustees and as community leaders in adult education and to expand their knowledge of adult education in general and our own College's programs and services in particular.

 

 

Section:  Board of Trustees	Number:  1.15
	Date Approved:   October 9, 1996
Subject:  Participation in Other Organizations	Date Revised:  June 17, 2003

 

 

Carlton Trail Regional College shall participate in the Association of Saskatchewan Regional Colleges (ASRC) and pay the required membership costs as necessary. (April 11, 1978)  The Board Chair shall represent Carlton Trail Regional College on the Board of Directors of the Association of Saskatchewan Regional Colleges.  The Vice Chairperson shall be Carlton Trail Regional College's alternate representative at the regular Association of Saskatchewan Regional College meetings.

Carlton Trail Regional College shall purchase a membership in the ACCC and pay the costs necessary to maintain that membership. (June, 1997)

On an individual basis, the Board shall determine the merit of joining other community-based organizations relevant on a regional basis.

 

Section:   Board of Trustees	Number:  1.16
	Date Approved:    August 22, 1995
Subject:  Appreciation for Service	Date Revised:  January 23, 2001

 

All outgoing Board members shall receive a memento with the College logo thereon.  Length of service shall not be a factor. (January, 1977)

 

 

Section:   Board of Trustees	Number:  1.17
	Date Approved:    May 19, 2004
Subject:  Board Recruitment	Date Revised:  February 2, 2009

 

 

BOARD RECRUITMENT PHILOSOPHY

  

OBJECTIVE

The objective of a Board Recruitment Philosophy is to improve ongoing Board of Trustees effectiveness through recruitment against predetermined criteria related to two factors:

• candidate qualifications; and
• Board composition.

 

CANDIDATE QUALIFICATIONS

Before the desired composition of the Board is defined, it is important to identify the qualities of an ideal candidate.  Potential candidates should:

• have an understanding of their community and its needs ("community" is meant in the broadest sense of the word - not just one's closest community, but all those within the region);
• have the ability to see the "big picture" and have an open mind;
• have experience in board operations;
• have experience in economic and community development and/or knowledge of the education sector;
• be drawn from key College stakeholder sectors: agriculture and agribusiness, sales and service, trades, health, and/or education; and
• be dedicated, able to meet the required time commitment, and be willing to serve.

 

BOARD COMPOSITION

Acknowledging that all candidates for the Board of Trustees must possess the above qualifications, it is the express wishes of Carlton Trail Regional College that the composition of its Board of Trustees be representative of the population it serves and its stakeholders.  To that end, recruitment will focus on ensuring a balance is maintained on the Board of Trustees relative to the following:

 

Region	Population Proportion	Number of Trustees
Northwest / Humboldt	1/3	2
Northeast / Wynyard	1/6	1
Central / Watrous	1/6	1
Southwest / Davidson	1/6	1
Southeast / Southey	1/6	1
Unallocated		1

 

In addition to the representative criteria immediately above, it is important to ensure that:

• Board members have a variety of experiences and backgrounds, with skills that complement the current members' skills;
• equity groups - persons of Aboriginal ancestry, persons with disabilities, and persons of a visible minority - are represented, in that the recruitment process should strive for gender balance; and
• political affiliation is not a consideration in the Board of Trustees recruitment process.

 

BOARD ROLE

 

For each vacancy, or expected vacancy, the Board shall:

 

1. Attempt to create a pool of candidates, soliciting names from:
   1. The Carlton Trail Regional College community (current and past Board members and past staff)
   2. Community leaders (reeves, mayors and councilors)
   3. Economic and community development groups (REDA's, Chambers of Commerce and Boards of Trade)
   4. Community groups and stakeholders (service clubs, business and industry associations, and community-based organizations)
   5. The education sector (Directors of Education, principals and teachers).

 

2. Screen the pool of candidates against the criteria to create a "short list."

 Submit the above list to Advanced Education, Employment and Labour for their consideration for appointment.

 

Section: Board of Trustees	Number:  1.18
	Date Approved:  March 21, 2006
Subject: Code of Conduct	Date Revised:  December 17, 2008

 

The Board and its members are committed to ethical and businesslike conduct; this includes proper use of authority and appropriate decorum when acting as a Board member.  Board members shall respectfully work with other Board members in a spirit of harmony and cooperation, giving members courteous consideration of their opinions.  

• Board members shall ensure that the business affairs of Carlton Trail Regional College are conducted in accordance with the Regional Colleges Act and Regulations.   
• Board members shall respect the confidentiality appropriate to issues of a sensitive nature.   
• Members are accountable to exercise the powers and discharge the duties of their office honestly and in good faith. Members shall exercise the degree of care, diligence and skill that a reasonably prudent person would exercise in comparable circumstances.  
• The Chair shall be the spokesperson for the Board and is the only Board member authorized to speak for the Board (beyond simply reporting Board decisions) other than in specifically authorized instances approved by the Board. Board members' interaction with the public press or other entities shall recognize the lack of authority vested in any Board member to speak for the Board.   
• Board members shall devote time to activities that enhance their ability to function effectively as governing Board members.   
• There must not be, nor appear to be, any conflict between the private interests of a Board member and his/her responsibility to the College. (see Policy 1.13 for Conflict of Interest)

 

Section:  Board of Trustees	Number:  1.19
	Date Approved:  March 20, 2007
Subject:  Governance	Date Revised:

 

The Board of Trustees shall establish, maintain and be governed by a set of values; carry out agreed-upon roles and responsibilities; and annually establish goals and objectives for its work.

 

The Board shall govern itself and its operations of the College through policies designed to achieve this vision and mission of the College.

 

The Board will adhere to those factors commonly held as the basis of good governance:

 

• Principled - owner-accountable; value-added; meaningful delegation; effective decision-making; and agreed-upon policies and processes.
• Planning - logical, cohesive, results-orientated
• Achieving results - in the "right" way

 

Accordingly, the Board shall:

 

• Focus on strategic leadership
• Act in a sense of group responsibility and make decisions as a corporate body
• Govern rather than manage the operations of the College
• Enforce upon itself the discipline necessary to govern effectively

 

The Board will operate as a "strategic policy Board".

 

Section:  Board of Trustees	Number:  1.19 (a)
	Date Approved:  March 20, 2007
Subject:  Governance - Values	Date Revised:

 

Values

The Board has adopted the following set of values to guide its work and deliberations:

• respect, trust and fairness
• integrity and honesty
• professionalism
• confidentiality
• commitment and responsibility
• open and full communications
• teamwork
• caring atmosphere/attitude

 

 

Section:  Board of Trustees	Number:  1.19 (b)
	Date Approved:  March 20, 2007
Subject:  Governance - Roles and Responsibilities	Date Revised:

 

Roles and Responsibilities of the Board

As an appointed corporate body, the Board of Carlton Trail Regional College is responsible for establishing direction to ensure the provision of appropriate educational programs and services within the College boundaries, in keeping with the requirements of provincial legislation and the needs of the publics we serve.

 

Accordingly, the Board shall, at a minimum, perform the duties contained in the Regional Colleges Act and Regulations, as well as:

• establish and monitor a strategic plan
• review the Governance policy annually
• ensure financial stewardship
• demonstrate accountability and advocate to all stakeholders
• appoint an external auditor
• approve and monitor programs and services
• establish and review policies on an on-going basis
• ensure the establishment and maintenance of a risk management policy
• select and support the CEO and review CEO performance
• ensure the maintenance of an internal communication plan
• conduct an annual self-evaluation
• engage in training for Board development
• respond to Government expectations

 

Section:  Board of Trustees	Number:  1.20
	Date Approved:  February 2, 2009
Subject:  Board Evaluation	Date Revised:

  

The CTRC Board believes that good governance is best sustained through regular self-assessment.  The CTRC Board is committed to a regular evaluation of the Board. 

 

Each evaluation exercise will follow an agreed upon process and the outcome of the evaluation exercise shall include: a) a report of the findings and b) a discussion on the findings by the Board of Trustees.  Each evaluation process shall inform future work plans of the Board and/or the Committees.  At the end of each evaluation exercise, the Board will review the evaluation process overall.

 

Principles

The evaluation process will be designed according to the following principles which are intended to ensure a professional and rational approach to the evaluation:

 

Regular review 

The Board will review its own performance on a regular basis.

 

Mission and results focus 

When evaluating performance, the Board of Trustees focuses on the mission of the College and its own high standard for governing. 

 

Communication 

The Board is committed to open communications with all those involved on an ongoing basis and throughout the evaluation process. 

 

Respect and Discretion

Performance reviews shall be conducted with respect and discretion for all individuals involved.  

 

Effectiveness

The Board is committed to an evaluation process that is transparent, concise, simple and clear as to roles, responsibilities, outcomes and follow-through.

 

 

 

Section:  Board of Trustees	Number:  1.21
	Date Approved:  November 18, 2008
Subject:  CEO Evaluation	Date Revised:  December 16, 2008

 

The Carlton Trail Regional College Board of Trustees recognizes that CEO performance evaluation is a primary Board responsibility, and the Board is committed to undertaking a review of its CEO on a regular basis.  The primary purpose of the CEO performance evaluation is to maintain high quality administrative and management leadership and an effective working relationship between the Board and the CEO.

 

This policy sets out a) the principles and b) a step-by-step procedure for the evaluation process.

 

Principles

The evaluation process will be designed according to the following principles which are intended to ensure a professional and rational approach to the evaluation:

 

Regular review 

The Board will review the performance of the CEO on a regular basis. 

 

The review will be based on clearly defined goals, objectives and expectations for the CEO and the College.

 

Mission and results focus 

When evaluating performance, the Board of Trustees focuses on the CEO's contribution to the mission of the College and the overall outcomes produced.  Furthermore, the Board recognizes that the work of the Board and the CEO is very much integrated; it is and must be a working partnership. Thus a performance evaluation informs the Board as well as the CEO in regard to performance and outcomes.

 

Communication 

The Board is committed to open communications between the Board and the CEO on an ongoing basis and throughout the evaluation process. 

 

Respect and discretion  Performance reviews shall be conducted with respect and discretion for all individuals involved.  

 

Effectiveness  The Board is committed to an evaluation process that is transparent, concise, simple and clear as to roles, responsibilities,  outcomes and follow-through.

 

 

Section:  Board of Trustees	Number:  1.22
	Date Approved:  March 24, 2009
Subject:  Confidentiality	Date Revised:

 

Carlton Trail Regional College is committed to openness, transparency, and accountability.  Its policies shall reflect its wish to release all information it holds as far as this is consistent with the protection of individual privacy, the effective management of its business, and relevant legislation.

This Board confidentiality policy is intended to regulate the release or retention of Board material by Board members.

Board members shall be authorized to release to any person any material other than confidential material obtained in the course of their service as a Board member where such release is in accordance with the requirements of any applicable legislation and where such release is consistent with the organization's related policies.

The Board shall review and approve the confidentiality policy of the organization as a whole.

The Board shall decide from time to time whether any or all of its agendas, minutes, or papers, (not otherwise required by legislation, regulation, or its rules to be made public) shall be made public.  Where no express decision has been recorded the assumption shall be that the material is not confidential.

On those occasions and for those matters that the Board elects not to make public, Board members shall respect the confidentiality of those documents and of any deliberations in the Board on those matters.  

In particular, Board members shall not:

• disclose to any member of the public any confidential information acquired by virtue of their position as a Board member;
• use any confidential information acquired by virtue of their position on the Board for their personal financial or other benefit or for that of any other person;
• disclose to any member of the public any confidential information related to the interests of individuals, groups or organizations acquired by virtue of their position on the Board;
• make statements to the media in the name of the organization except as specified in the Board's Code of Conduct policy 1.8; or
• permit any unauthorized person to inspect or have access to any confidential documents or other information.

 

The obligation to protect such confidential matters from disclosure continues even after the individual Board member is no longer serving on the Board.

The Board shall decide from time to time whether any observers shall be permitted to attend any or all of its meetings, as per policy 1.9.  Where appropriate, observers may be admitted subject to their undertaking to maintain confidentiality.

Where appropriate, information identifying individuals may be removed by the chair from material before its consideration by the Board. 

It is responsibility of the Board chair to ensure that Board materials are appropriately classified as confidential or open to release.

 

See Procedure 1.22 for Confidentiality Agreement

  

Section:  Finance	Number:  2.20
	Date Approved:  April 27, 2007
Subject:  Testing and Assessment Fees	Date Revised:

 

CTRC shall endeavor to offer a comprehensive array of testing and assessment services on an individual or group basis.

 

 

 

Section:  Finance	Number:  2.1
	Date Approved:   October 9, 1996
Subject:  Selection of Auditor	Date Revised:  February, 2001

 

Upon completion of the audit, the Board shall appoint an Auditor for the subsequent fiscal year.  The appointment shall be as per requirements in the Act and Regulations.  (September 13, 1982)

 

(see Procedure 2.1)

 

Section:   Finance	Number:  2.2
	Date Approved:    August 22, 1995
Subject:  Operating Fund Bank Account	Date Revised:    February, 2001

 

Only one bank account shall be utilized for the depositing and disbursing of Operating Funds.

 

The College will maintain two Operating Fund bank accounts.  One bank account will be used for the depositing and disbursing of operating funds.  A second bank account will be held solely for the depositing of credit card slips (Visa or MasterCard, depending on which financial institution holds the tender for the College's banking services).

 

The Board of Trustees of Carlton Trail Regional College shall, every (4) four years, alternating with the review of audit services, review tendering of banking services.

 

(see Procedure 2.2 for Signing Authorities for the Operating Fund Account)

Section:   Finance	Number:  2.3
	Date Approved: February, 2001
Subject:  Bank Reconciliation	Date Revised:

 

Reconciled bank balances will be provided to the Board at each regular Board meeting.

 

(see Procedure 2.3)

Section:   Finance	Number:  2.4
	Date Approved:    August 22, 1995
Subject:  Investing	Date Revised:       April 22, 2003

 

The College Board shall establish an operating fund line of credit.

 

The College shall invest funds only in those securities which the Minister of Finance has approved for Regional Colleges, pursuant to Section 23 of the Regional Colleges Act.

(April 13, 1992)

 

(see Procedure 2.4)

 

Section:   Finance	Number:  2.5
	Date Approved:    August 22, 1995
Subject:  Petty Cash Accounts	Date Revised:  February, 2001

 

The Board shall authorize Management to establish petty cash accounts, to a maximum of $400.00 each, for programs and District Offices, as required.

 

The Director of Finance shall develop guidelines for the method of using such accounts.  (September 13, 1982)

 

(see Procedure 2.5)

 

Section:  Finance	Number: 2.6
	Date Approved: October 9, 1996
Subject: Credit Cards	Date Revised:   February, 2001

 

The Board authorize the CEO and Director of Finance to obtain two credit cards in the name of the College with a borrowing limit of $2,000.00 each for use by Management only.  Typical expenditures to be covered would be Board expenses, staff luncheons and accommodations for Board and Management.  (January, 2000)

 

The Board authorize the acquisition of a credit card in the name of the College, with a borrowing limit of $500, to be used for the purchase of gasoline and emergency repairs for each of the leased vehicles. (September 18, 1997)

 

Section:  Finance	Number:  2.7
	Date Approved:    August 22, 1995
Subject:  Budget Preparation	Date Revised:  February, 2001

 

A budget shall be prepared for each fiscal year.  Along with the budget, support documents as set out in the business plan shall be included.  These documents should include: objectives, program plans, staff plans, capital purchases and other explanations.  (September 13, 1982)

 

Where applicable, recommendations may be requested from staff involved in that particular area.  (September 13, 1982)

 

Section:  Finance	Number:  2.8
	Date Approved:    August 22, 1995
Subject:  Budget Review	Date Revised:  February, 2001

 

The initial budget may be modified during the year by Board motion.

 

The Board shall review the progress of the College, in relation to the budget and program plans, on a quarterly basis.

 

(see Procedure 2.8 for Quarterly Reports)

 

Section:  Finance	Number:  2.9
	Date Approved:    August 22, 1995
Subject:  Financial Control of Budget:                 Approval of Expenditures	Date Revised:  November 19, 2002

 

A listing of payments made shall be presented, at regular Board meetings, for receipt by the Board.

 

All expenditures of the College must be within approved budgets.  (April 9, 1984)

 

(see Procedure 2.9 for Budget Management Guidelines)

 

Section:  Finance	Number:  2.10
	Date Approved: March 2001
Subject:  Financial Control of Budget:                 Accounts Receivable	Date Revised:

 

The Director of Finance shall establish guidelines for monitoring accounts receivable and for the collection of accounts in arrears.

 

The Director of Finance shall provide reports on a quarterly basis to the Board.

 

(see Procedure 2.10)

Section:   Finance	Number:  2.11
	Date Approved:   June 30, 1986
Subject:  Purchasing	Date Revised:  February, 2001

 

The Management of the College shall develop a purchasing procedure.  The procedure shall be reviewed regularly.

 

The Director of Finance shall be responsible for College purchases.  Expenditures of funds are to be within budget limitations.  The CEO is to be informed when expenditures are close to, or have exceeded, the limit.

 

(see Procedure 2.11)

 

Section:  Finance	Number: 2.12
	Date Approved: September 18, 1997
Subject:  Third Party Contracts	Date Revised:  February, 2001

 

The Board shall authorize Management to enter into training contracts with third parties outside of the Provincial and Federal governments.

 

(see Procedure 2.12 for Third Party Contracts)

 

Section:  Finance	Number:  2.13
	Date Approved:    August 22, 1995
Subject:  Office Space	Date Revised:  February, 2001

 

 

It shall be the policy of the Board to lease appropriate office space as required in the centres designated by Board motion.

 

Approval of each lease is subject to the conditions stated in the Act and Regulations.  (September, 13, 1982) 

 

(see Procedure 2.13 for Significant Leases)

 

Section:  Finance	Number:  2.14
	Date Approved:   September 13, 1982
Subject:  Insurances	Date Revised:  February, 2001

 

Each year the Board shall review all College insurances.  (September 13, 1982)

 

(see Procedure 2.14 for current Insurances)

 

Section:   Finance	Number:  2.15
	Date Approved:  October 9, 1996
Subject:  Capital Expenditures, Leases & Disposition	Date Revised:   February, 2001

 

CEO, or designate, shall approve capital expenditures for furniture, equipment and minor renovations within the approved budget.  (September 13, 1982)

Board approval must occur for all capital expenditures for furniture, equipment and renovations which have not been budgeted.  (September 13, 1982)

CEO, or designate, shall lease or purchase office equipment as per the current budget.  Capital purchases, not approved in the Budget and exceeding $1,000.00 in cost, are to be approved by Board motion.

 

An equipment replacement fund shall be maintained and its adequacy evaluated as part of the budget preparation and review.

 

CEO, or designate, shall be authorized to dispose of surplus assets utilizing the following priority list:

• College students
• College personnel
• Other educational institutions within the region
• The general public

 

• The salvage value shall be determined by Management. (October 18, 1995)

 

Section:  Finance	Number:  2.16
	Date Approved:  November 18, 1998
Subject:  Tenders	Date Revised:  October 18, 2005

 

Objective:

Through a fair, open, transparent and competitive process, establish the parameters for the purchase of goods and services

 

Exclusions to Scope of Policy 2.16:

• Professional services/employment contracts, such as legal, insurance, banking, instructors and consultants, program brokerage, etc.;
• Utility contracts (telephone, power, etc.);
• Contracts or agreements relating to employee compensation; or
• Contracts involving the leasing of land or buildings.

 

Tendering:

• Telephone quotations, from at least three suppliers, shall be obtained and documented when the value of the purchase is expected to be under $1,000.
• Written quotations, from at least three suppliers, shall be sought when the value of the purchase is expected to be between $1,000 and $5,000.
• Formal tendering (a tender that is publicly advertised) is required when the value of the purchase is expected to exceed $5,000.
• All tender documents shall contain the following statements:

"The lowest or any tenders may not necessarily be accepted and Carlton Trail Regional College reserves the right to reject any and all tenders."

• In seeking suppliers, every effort shall be made to obtain bids from:

First - suppliers located in the College region;

Second - suppliers located in Saskatchewan; and

Third - suppliers located elsewhere in Canada.

 

Awarding:

• In awarding a tender the primary objective will be to award the tender to the lowest bidder. However, when circumstances warrant, the following set of criteria shall be considered collectively in selecting the most suitable tender bid:

            1. Price

            2. Quality of product or service

            3. Vendor references and past performances.

 

• To establish the parameters for the purchase of goods and services, the Director of Finance shall award all contracts under $5,000 where sufficient funds have been provided in the approved budget.
• The CEO shall award contracts with a value of $5,000 to $20,000 where sufficient funds have been provided in approved budget.
• The Board shall award contracts where:
• the lowest recommended bid would exceed the approved budget;
• funds have not been provided in the approved budget; or
• the contract is in excess of $20,000.

 

Note:

The Conflict of Interest policies for board members and College staff take precedence over the Tenders policy.  When a conflict of interest situation arises, it must be resolved prior to the award of a contract.

 

Section:  Finance	Number:  2.17
	Date Approved:  February, 2001
Subject:  Payroll Administration	Date Revised:

 

The Board authorize the Director of Administration to administer the College's payroll transaction functions.

 

Section:  Finance	Number:  2.18
	Date Approved:  April 23, 2002
Subject:  Net Asset Reserve Utilization	Date Revised:

 

The Board may maintain an operating unrestricted reserve of up to three (3) percent of total budgeted operating revenues to meet unplanned and/or unforeseen circumstances in the current year.

 

The Board may accumulate internally restricted reserves with a clear statement of purpose, a specific level of funding and a projected time frame for the accumulation and draw down of the net asset reserve.

 

Transfers to and from internally restricted net assets shall be approved by the Board through resolution.

 

Section:  Finance	Number:  2.19
	Date Approved:  August 21, 2002
Subject:  Capital Assets	Date Revised:

 

Regional Colleges will follow a standard Capital Asset Policy for consistency across the college system.  The Capital Asset Policy to follow is the one as approved by the Senior Business Officers.

 

 

Section:  Human Resources	Number:  3.1
	Date Approved:  December 18, 2001
Subject:  Code of Ethics	Date Revised:

 

The staff members of CTRC shall carry out their duties, obligations and responsibilities with integrity and conduct themselves in accordance with the College's mission statement and the principles of adult education.

 

The Code of Ethics will:

• Define accepted/acceptable behaviors.
• Promote high standards of practice.
• Provide a benchmark for self evaluation.
• Establish a framework for professional behavior and responsibilities.

 

(see Procedure 3.1)

 

Section:  Human Resources	Number:  3.2
	Date Approved: December 18, 2001
Subject:  Conduct	Date Revised:

 

Employees are expected to follow direction when given to them.  In addition, employees are not permitted to determine whether there is a violation to the Collective Agreement and rectify it outside of due process.

 

The above principles apply in all situations, except where the supervisor/manager's instructions would:

• Endanger an employee's health and safety, or
• Require the employee to perform an illegal act, or
• Expose the employee to potential legal liability, or
• In the case of a Union representative, result in irreparable harm to the interests of other employees.

 

If an employee perceives the instruction to fall under any of the above exceptions, the employee shall immediately notify the supervisor/manager.  If resolution of the concern is not achieved in consultation with the supervisor/manager, the employee shall follow the "chain of command" to seek confirmation.  At Carlton Trail Regional College, the "chain of command" is:

employee; in-scope supervisor; out-of-scope supervisor; CEO; and Board of Trustees.

 

Supervisors/managers are expected to issue instructions that relate to the harmony, efficiency and/or safety of the workplace and to ensure that such directions are enforced equitably and without discrimination.

 

Failure to follow a supervisor or manager's direction, except under the noted exceptions, may lead an employee towards a charge of insubordination.

 

(reference:  Brown and Beatty 7:3623)

 

Section:  Human Resources	Number:  3.3
	Date Approved:    August 22, 1995
Subject:  Collective Bargaining	Date Revised:  February 20, 2002

 

As required by the Labour Standards Act, the College shall negotiate with the Saskatchewan Government and General Employees' Union. 

 

The College shall participate in the Collective Bargaining Process and share the costs as required.

 

Each Board Member shall be provided with a copy of the Collective Agreement.

 

Section:  Human Resources	Number:  3.4
	Date Approved:  October 9, 1996
Subject:  Professional Development	Date Revised:  February 20, 2002

 

To encourage a commitment to life-long learning, the Board of Trustees will provide educational and training opportunities for staff.  These opportunities may include professional development, training, seminars and in-service which is intended to enhance the educational experience of students and the efficiency of the administration of the College.

 

To meet this commitment, the College will provide each permanent employee with a professional development allowance equivalent to 1% of his/her annual gross earnings.

 

Section:  Human Resources	Number:  3.5
	Date Approved:    August 22, 1995
Subject:  Political Activity	Date Revised:  April, 1998

 

College employees are not permitted to engage in any form of political activity during working hours.

 

College employees who wish to run for political office are advised to take leave.  Leave may be taken in the form of an annual vacation, earned or scheduled days off and/or leave without pay.

 

 

Section:  Human Resources	Number:  3.6
	Date Approved:  October 9, 1996
Subject:  Job Descriptions	Date Revised:  February 20, 2002

 

It shall be the responsibility of the CEO to ensure the development and maintenance of Job Descriptions for each position in the College.  The Job Descriptions shall relate to both in-scope and out-of-scope classification plans. 

 

Current Job Descriptions will be made available by the Director of Administration upon request.

 

Section:  Human Resources	Number: 3.7
	Date Approved:    February 20, 2002
Subject:  Recruitment of Staff	Date Revised:  June 13, 2007

 

Upon approval of the Board, the CEO or the Director of Administration will fill newly established positions, or those positions not within the approved budget or business plan, in accordance with the Collective Agreement for in-scope positions, or in accordance with Policy 3.23 for out-of-scope positions.

 

The CEO or the Director of Administration will fill vacant positions in accordance with the Collective Agreement for in-scope positions, or in accordance with Policy 3.23 for out-of-scope positions.

 

The extent of advertising (e.g., local, provincial, national) will be at the discretion of the CEO or the Director of Administration.

 

Appointments will be made by the Director of Administration and reported to the Board at the next regular meeting.

 

Policy 3.7 is not applicable to the recruitment of instructional staff (see Policy ....)

 

Section:  Human Resources	Number:  3.8
	Date Approved:    August 22, 1995
Subject:  Relocation	Date Revised:  April, 1998

 

Carlton Trail Regional College will not be responsible for any portion of moving expenses incurred by employees unless a move is requested by the Board.

 

The Board shall be guided by the applicable policies which currently exist in the Public Service Commission.

  

Section:  Human Resources	Number:  3.9
	Date Approved:   August 22, 1995
Subject:  Staff Christmas Social(s)	Date Revised:  October 16, 2007

 

 

The College shall contribute to the cost of the Christmas Social for each in-scope and/or management staff member in attendance.

 

The budget shall make provision of $30.00 per staff member.

 

Section:  Human Resources	Number:  3.10
	Date Approved:  April 1998
Subject:  Pressing Necessity and Bereavement Leave	Date Revised:  October 21, 2003

 

This policy will facilitate fair, equitable and consistent administration of the articles in the collective agreement related to Pressing Necessity and Bereavement Leave.

 

Section: Human Resources	Number:  3.11
	Date Approved:   June 17, 2003
Subject: Isolation and Safety in the Workplace                 Occupational Health and Safety	Date Revised:

 

 

Carlton Trail Regional College is committed to providing a safe and healthy workplace by:

• listening to concerns from employees
• conducting accurate investigations and inspections of the workplace
• conducting prompt investigation of accidents
• providing information, instruction and training that is necessary to protect the health and safety of workers (especially to new workers)
• providing safe entrance/exit to places of employment
• providing health and safety orientation - including fire, emergency, first aid and WHMIS for all work sites
• regularly examining all buildings to ensure safe operation, and if necessary, undertaking suitable corrective measures

 

Section: Human Resources	Number: 3.12
	Date Approved:  June 17, 2003
Subject:  Anti-Harassment In the Workplace                 Occupational Health and Safety	Date Revised:

 

Section (1)(1) of The Occupational Health and Safety Act, 1993 defines harassment as:

 

"Harassment" means any objectionable conduct, comment or display by a person that:

• (i) is directed at a worker;
• (ii) is made on the basis of race, creed, religion, colour, sex, sexual orientation, marital status, family status, disability, physical size or weight, age, nationality ancestry or place of origin, and
• (iii) constitutes a threat to the health or safety of the worker.

 

Policy Statement:

Students, employees and Board members have the right to be treated fairly and with respect, and to work or learn in an environment free of all forms of harassment.  A harasser or victim can be a member of the Board of Trustees, any Carlton Trail Regional College employee or student.

 

Carlton Trail Regional College finds any form of harassment reprehensible and neither tolerates nor condones any inappropriate or irresponsible conduct, including any form of behavior which creates an intimidating, hostile, or offensive environment for work or study through the harassment of an individual or group.

 

Carlton Trail Regional College recognizes that harassment constitutes discrimination.  The College considers harassment by/of any employee, Board member or student to be a serious breach of human rights which requires immediate resolution.

 

In compliance with the Saskatchewan Human Rights Code and the Occupational Health and Safety Act, Carlton Trail Regional College recognizes its' legal responsibility to provide an environment free of harassment, and its' liability if it fails in this respect.

 

Nothing in this policy statement should be interpreted as an infringement on academic freedom or as a prescription of responsible human interaction.  At the same time, since harassment violates the rights of individuals and negatively affects the College as a whole, it is subject to a wide range of disciplinary measures, up to and including dismissal or expulsion.

 

NOTE:  All references to Carlton Trail Regional College employees include Trustees of the College's Board.

 

Principles of the Policy:

Carlton Trail Regional College is committed to providing an environment conducive to learning and working.  The Policy is guided by the following principles:

 

• Carlton Trail Regional College has a responsibility to maintain a working and learning environment free of harassment. Everyone has a responsibility not to harass others, and to change behaviour if we know, suspect, or are informed that our actions might be considered harassment by another;

 

• Carlton Trail Regional College will ensure that all employees and students are provided with information on the Policy and will strive to create harassment awareness, through a variety of means, for all persons in the College environment;

 

• Carlton Trail Regional College is obligated to ensure that the Policy is fair and legitimately applied. Anyone who alleges harassment is assured that the complaint will be heard and dealt with according to the Policy and Procedures. It is equally important that those against whom allegations are made have the opportunity to respond to such allegations. The Policy is intended to ensure that the rights of the complainant and the respondent are fairly and equitably represented. No presumptions of guilt or innocence will be made while an investigation is in progress;

 

• The College has an obligation to ensure that a student or employee, while on College business, suffers no hardship as a result of harassment; and

 

• Carlton Trail Regional College is committed to ensuring that all parties involved in harassment proceedings are protected from intimidation or repercussion once an incident is reported, as well as during and following an investigation.

 

 

Definition of Harassment:

For the purpose of this policy, Carlton Trail Regional College defines harassment as one or a series of unwanted, unsolicited remarks, behaviors or communications in any form, including the display or distribution of written or visual material which has the intent or effect of:

• undermining work/academic performance; and/or preventing or impairing full and equal enjoyment of employment/educational services, benefits and/or opportunities.

 

Often the harasser's intentions are quite clear; however, harassment can occur without the intent to offend the victim.  Whether harassment has occurred or not is best determined by measuring the impact of the behavior on the victim's dignity or on his/her freedom of choice.

 

Types of Harassment:

The following examples are intended to provide an understanding of the types of harassment and unacceptable behaviour.  They are not meant to be all-encompassing, or limit in any way the ability to hear or respond to complaints.

 

Sexual harassment can consist of:

• unwanted attention of a sexual nature; and/or
• an implied or expressed promise of reward for complying with a request of a sexual nature; and/or
• an actual reprisal or implied threat of reprisal, including the denial of opportunity, for refusal to comply with a request of a sexual nature; and/or
• remarks or behaviour of a sexual nature which create, or could reasonably be expected to create, a negative working and/or learning environment.
• cause personal humiliation on the basis of disability.

 

Harassment based on a person's gender or sexual orientation can consist of:

• offensive comments and/or actions, and/or exclusions from which a person would otherwise have a right or privilege, which demean and belittle an individual.

 

Harassment based on a person's race, ethnic origin or religion can consist of:

• offensive comments and/or actions, and/or exclusions from which a person would otherwise have a right or privilege, which demean and belittle an individual and/or cause personal humiliation on the basis of race, creed, colour, religion, place of origin, citizenship, and/or ancestry.

 

Harassment based on a person's ability can consist of:

• offensive comments and/or actions, and/or exclusions from which a person would otherwise have a right or privilege, which demean and belittle an individual and/or cause personal humiliation.

 

Personal harassment can consist of:

• offensive comments and/or actions, and/or exclusions from which a person would otherwise have a right or privilege, which demean and belittle an individual and/or cause personal humiliation.

 

Retaliation is a type of harassment and can consist of:

• reprisals, intimidation or threats made to a person who has acted as a witness, confronted and/or reported an alleged harasser, or been identified as a victim of harassment.

 

Workplace bullying is a type of harassment and can consist of:

• repeated offensive comments and/or actions designed to demean and belittle an individual and/or cause personal humiliation.

Harassment is not:

• a bona fide work- or education-related interaction, such as work or classroom assignment, course content, performance feedback, counselling, or disciplinary action; or
• normal social contact between people, based on a position of equality or mutual consent.

 

Actions Under Other Jurisdictions:

Notwithstanding the provisions of the Policy, individuals have the right to seek the advice and services of the Saskatchewan Human Rights Commission at any time.  The Policy is not intended to preclude any person from filing a complaint with the Saskatchewan Human Rights Commission or the Occupational Health and Safety Division of the Department of Labour, or from initiating other legal action.  Unionized employees will be afforded all rights of the Collective Agreement in addition to the Policy.

 

Students enrolled in a program offered by Carlton Trail Regional College, but administered by a credit-granting institution, such as SIAST, the University of Saskatchewan or the University of Regina, shall have harassment complaints governed by that institution's Anti-Harassment Policy.

 

Administration of the Policy:

The Policy will be administered in accordance with the Procedures and Operating Guidelines.  The College-wide Occupational Health and Safety Committee will have full responsibility and authority for the implementation, monitoring and revision of the Procedures and Operating Guidelines.

 

Section:  Human Resources	Number:  3.13
	Date Approved:  November 18, 2003
Subject:  Violence in the Workplace                 Occupational Health and Safety	Date Revised:

 

Introduction:

Carlton Trail Regional College recognizes the potential for violent acts or threats directed against College employees and/or students and is committed to minimizing or eliminating the risk of violence.  Violence in any form will not be tolerated.  Employers and employees (instructors and students) must work together to prevent it.

Definition of Violence

The Occupational Health and Safety Regulations came into force in December 1996.

Regulation 37(1) description of "Violence" as follows:

 "Violence" means the attempted, threatened or actual conduct of a person that causes or is likely to cause injury, and includes any threatening statement or behavior that gives a worker reasonable cause to believe that the worker is at risk of injury.

 

Incidents of violence include attempted or actual assaults or any threatening statement or behavior towards a employee (or student) made by any person, which gives the employee (or student) reasonable cause to believe that he or she is at risk of injury.

 

Incidents of violence may occur at the place of employment, at a worksite or in other work-related areas.

 

In compliance with the Saskatchewan Human Rights Code and the Occupational Health and Safety Act, Carlton Trail Regional College recognizes its' legal responsibility to provide an environment free of violence, and its' liability if it fails in this respect.

 

Principles of the Policy:

In 1993, a new Saskatchewan Occupational Health and Safety Act came into effect.

Section 14 of the Act sets out the employer's responsibility in developing and implementing a policy to deal with violence in the workplace.

 

Carlton Trail Regional College encourages employees and students to report all instances of violence.  Reports of violence will be dealt with in a serious and confidential manner.

 

Carlton Trail Regional College has a responsibility to maintain a working and learning environment free of violence for their employees (or students) in their workplace.

 

Actions Under Other Jurisdictions:

Notwithstanding the provisions of the Policy, individuals have the right to seek the advice and services of the Human Rights Commission at any time.  The Policy is not intended to preclude any person from filing a complaint with the Saskatchewan Human Rights Commission or the Occupational Health and Safety Division of the Department of Labor, or from initiating other legal action.  Unionized employees will be afforded all rights of the Collective Agreement in addition to the Policy.

 

Section:  Human Resources	Number:  3.14
	Date Approved:   October 21, 2003
Subject:  Employee Participation in Community                 Affairs	Date Revised:

 

Employee participation in community affairs is encouraged, provided participation does not prevent, hinder, or conflict with the carrying out of the normal requirements of their position.

 

Section:  Human Resources	Number:  3.15
	Date Approved:  April 1998
Subject:  Sick Leave	Date Revised:  June 17, 2008

 

This policy will facilitate fair, equitable and consistent administration of the articles in the Collective Agreement related to Sick Leave.

 

Section:  Human Resources	Number:  3.16
	Date Approved:  April 9, 1984
Subject:  Long Term Leave	Date Revised:  March 16, 2004

 

Long term leave for educational purposes shall occur only by Board motion, based upon recommendation by the CEO. 

 

Long term leave for in-scope staff shall follow the process outlined in the Collective Agreement.

 

Long term leave for out-of-scope staff shall be negotiated on an individual basis.

 

Section:  Human Resources	Number:  3.17
	Date Approved:  March 16, 2004
Subject:  Military Leave	Date Revised:

 

Carlton Trail Regional College supports Canada's Reserve Force and any employee who is a member of the Reserve Force.  Carlton Trail Regional College will release from work, subject to operational requirements and the Collective Agreement, its employees who are members of the Reserve Force to allow them to participate in military training, course and operations for a period of up to one year.

 

Military Leave

 

Definitions of Leave

 Exercise - a period of time, (usually 2 weeks) that is scheduled annually.

 Trade or Occupational Training - a period of two or more weeks which is required for the employee to progress in his/her chosen military trade or occupation.

Domestic Operations - classified as Emergency - an event in Canada that has resulted in the Armed Forces being called in to assist civilian authorities.

Non-Emergency - operational training in Canada to develop military skills.

 International Operations - an event occurring outside of Canada that involved the Canadian Forces such as peacekeeping and other humanitarian operations.

 

Written application is to be submitted as per procedure 3.17 and approved by the CEO.

 

Section:  Human Resources	Number:  3.18
	Date Approved:  April 9, 1984
Subject:  Performance Evaluation	Date Revised:  March 16, 2004

 

In addition to the probationary performance evaluation specified in the Collective Agreement, all personnel shall have their performance reviewed annually by their direct supervisor. 

All evaluation periods shall be based on the College fiscal year and shall be completed on or prior to September 30th of each year.

All completed evaluations will be reviewed by the CEO.

 

Section:  Human Resources	Number:  3.19
	Date Approved: February 7, 1996
Subject:  Long Service/Retirement Recognition	Date Revised:   December 20, 2005

 

The Board of Carlton Trail Regional College values the contributions of its employees and wishes to pay suitable tribute to those who have served the College for extended periods of time as well as to those retiring.

 

The Board shall present a memento to each employee for ten, fifteen and twenty years of continuous service to the College and for each successive five years thereafter.

 

Continuous service is continuing or unbroken.  A break would be any fiscal year in which the employee did not work for Carlton Trail Regional College.

 

A Certificate of Long Service shall accompany the memento.

 

The Board shall present a suitable gift/memento to each employee upon retirement.

 

Section:  Human Resources	Number:  3.20
	Date Approved:  March 16, 2004
Subject:  Employee Retirement	Date Revised:

 

All Carlton Trail Regional College employees will normally retire no later than the end of the month in which they reach the age of 65.

 

In order to minimize disruption to College programs and services, the CEO may approve an extension of employment to the end of the current fiscal year or for any lesser period deemed appropriate.  Such arrangements are subject to mutual agreement of  the CEO and the employee.

 

Employees may retire voluntarily at any earlier age.  If an employee elects to take an early retirement, formal written notice must be given to the College at least three (3) months prior to intended retirement date.

 

Section:   Human Resources	Number:  3.21
	Date Approved:  October, 1997
Subject:   Employee & Family Assistance Program	Date Revised:  March 16, 2004

 

That the Board approve of the provision of service under the Employee and Family Assistance Program.

 

Section:   Human Resources	Number:  3.21
	Date Approved:  October, 1997
Subject:   Employee & Family Assistance Program	Date Revised:  March 16, 2004

 

That the Board approve of the provision of service under the Employee and Family Assistance Program.

 

Section:  Human Resources	Number:  3.23
	Date Approved:  March 16, 2004
Subject:   Personnel Policies for Out-of-Scope Staff	Date Revised:   June 13, 2007

 

In accordance with Section 10 of the Regional College Act and Section 7(2) of the regulations the Board is required to maintain personnel policies respecting its employees.

The Board also wishes to ensure that personnel policies respecting out-of-scope staff are fair and equitable vis-a-vis unionized employees therefore the benefits shall be no less than, but not restricted to, those provided to unionized employees.

 

Moving/Relocation Expenses

These may be paid at the discretion of the College.  Saskatchewan Government Public Service Commission (PSC) rates will be followed; discretionary adjustments may be made by the CEO.

 

Position Description and Salary Ranges

Position descriptions for all out-of-scope staff shall be maintained.

 

Salary shall be reviewed annually on his/her anniversary date. 

 

Salary shall be paid in accordance with the salary grids approved by Advanced Education Employment and Labour.

 

Probation

Following initial hiring, all out-of-scope staff except the Administrative Assistant and the Executive Secretary shall serve a probationary period of twelve months.

 

The Administrative Assistant and the Executive Secretary shall serve a probationary period of six months.

 

As part of each evaluation, the College and the employee shall, early in the employment period, list the particulars expected to serve as a basis for discussion on the employee's progress toward achieving the objectives of the position.

 

Performance Review

Procedures for the evaluation of out-of-scope staff shall follow the Performance Review Policy and Procedure.

 

Benefits

Annual Leave and Designated Holidays

Shall be the same as those for in-scope staff.

Vacation entitlements may be carried over into the following year.  Ten days would normally be the maximum however additional carry-over may be obtained with CEO approval.

Hours of Work

While the hours of work for out-of-scope employees are not precisely defined, there is the understanding that personnel will work the hours required to do the job.  Taking this into consideration, extra days, to a maximum of twelve (12) days per year shall be awarded.

 

The Administrative Assistant and the Executive Secretary shall receive time in lieu for hours over and above the annual FTE appointment.

 

Sick Leave, Maternity, Paternity, or Adoption Leave, Bereavement

& Pressing Necessity

The entitlements and administration thereof shall be the same as those for in-scope staff.

Pension

Subject to conditions described in Section 13 of the Regional College Regulations out-of-scope staff shall be a member of the Municipal Employees Pension Plan or the Saskatchewan Teacher's Retirement Plan/Saskatchewan Teacher's Fund.

 

Contributions to the Municipal Employees Pension Plan shall be shared equally with the individual.

 

Group Insurances

The College agrees to pay the premiums for Group Life Insurance, Accidental Death and Dismemberment for all eligible employees. 

 

Employees will pay the premiums for Long Term Disability Insurance.

 

When an employee is injured in the performances of his/her duties, or when an employee incurs an industrial illness and the accident or illness is compensable under the provisions of the Workers' Compensation (Accident Fund) Act, the College shall pay such employees an amount equal to one-third of the compensation payment, less his normal income tax deduction, for a period not in excess of one year, for any one accident.  In those instances, where the application of the formula does not produce an amount equal to the employee's salary, the difference will be paid by the College and charged to the employee's accumulated sick leave credits to the extent that these credits are sufficient for this purpose.

 

Car Allowance

Management staff are encouraged to use a College vehicle when they are available.  They may use own vehicle as required and shall be compensated at the normal PSC rates.

 

Travel and Sustenance

While in attendance at approved meetings or conferences, all out-of-scope personnel shall be reimbursed for the expenses incurred in the discharge of their duties as per allowances set out by the Saskatchewan Government Public Service Commission.

 

Contract Termination

The CEO will follow the procedures outlined in the Collective Agreement and shall provide notification to the Board of all terminations.

 

Section:  Human Resources	Number:  3.24
	Date Approved:    August 22, 1995
Subject:  Overtime	Date Revised:  March 16, 2004

 

All College personnel are expected to attempt to complete their assigned tasks within the time allotted to them.  Out-of-scope supervisors are available to discuss work loads and priorities when necessary.

 

Overtime will only be approved by the out-of-scope supervisors on an emergency basis.  Each occurrence shall require prior approval.

 

Whenever possible, employees shall be compensated by taking time off in lieu of overtime pay. 

 

Section:   Human Resources	Number:  3.25
	Date Approved:    March 21, 2006
Subject:  Jury or Witness Duty	Date Revised:

 

Employees called to jury duty or who are subpoenaed to appear in court shall be granted leave with pay. Remuneration paid to the employee by the court, other than amounts received for travelling or living expenses, must be remitted to the College within thirty (30) days of receipt.

 

Section:  Human Resources	Number:  3.26
	Date Approved:  March 20, 2007
Subject:  Staff - Board Relations	Date Revised:

 

It can be readily anticipated that the Board of Trustees and staff will desire to communicate with each other.  Restricting contact between Board and staff may result in suspicion on the part of the Board and resentment from the staff.  The following guidelines are intended to maintain "disciplined communications" that are essential in an organization founded on trust.

 

It is expected that in the course of operations, misunderstandings and concerns will occur at all levels of the organization.  Every effort should be made to handle the concern at the earliest stage.  Nothing in these guidelines precludes groups of people from meeting jointly, if they so desire.  However, it is vital to understand that the process of "natural justice" means that the involved people should always be present at this initial stage.

 

Notwithstanding the procedures outlined in the Collective Bargaining Agreement and / or Policy Manual, if an employee has a concern, he/she must go through the "chain of command":

1. Contact the in-scope supervisor
2. If not satisfied, contact the out-of-scope supervisor
3. If not satisfied, contact the CEO
4. If not satisfied, contact, in person or in writing, the Board

 

Section:  Human Resources	Number:  3.27
	Date Approved:  December 18, 2007
Subject:  Continuation of Leadership	Date Revised:

 

The CEO shall ensure the uninterrupted administrative leadership of the College. 

 

1. The CEO shall ensure communications are maintained when out of the office on a short-term basis for College business as follows:
   1. The Executive Secretary/Administrative Assistant and Board Chair will be provided with a regular schedule of the CEO;
   2. The CEO will provide the Executive Secretary/Administrative Assistant a travel itinerary; and
   3. The CEO will e-mail and/or phone the office daily.
2. An Acting CEO (A/CEO) shall be appointed under any of the following conditions:
   1. During periods of out-of-province travel by the CEO;
   2. Vacation time; or
   3. Sick leave of more than 3 days (including long-term disability).
3. The following conditions will apply to the appointment of the A/CEO :
   1. The CEO shall appoint either the Director of Administration or Director of Finance as A/CEO;
   2. The A/CEO shall receive TPHD for assignments of a minimum of one month uninterrupted or at the discretion of the Board;
   3. Notice of the appointment of the A/CEO shall be provided to the Board of Trustees by telephone and/or e-mail;
   4. Communication of the appointment of the A/CEO shall be provided to College staff and stakeholders as determined by the Board Chair and/or A/CEO; and
   5. The A/CEO may be granted signing authority in cases of extended leave and upon resolution of the Board of Trustees, plus notice to the College's financial institution.

 

4.  Due to unforeseen circumstances, the Board Chairperson shall appoint an A/CEO.

 

Section:   Human Resources	Number:  3.29
	Date Approved:  February 5, 2008
Subject:  Privacy	Date Revised:

 

CTRC shall comply with the protection of personal information provisions of the Local Authority Freedom of Information and Protection of Privacy Act and Regulations.

 

The Board of Trustees shall appoint a Privacy Officer charged with administering the protection of personal information in compliance with Carlton Trail Regional College's privacy principles.

 

Section:   Human Resources	Number:  3.30
	Date Approved:  February 5, 2008
Subject:  Travel / Reimbursement	Date Revised: September 22, 2009

Commuting

Staff who live outside the community in which they work (as per Revenue Canada rules and regulations), are responsible for the commuting time and traveling expense associated to getting to work.  Commuting time is not considered part of an employee’s Hours of Work.

 

However, staff who live outside the community in which they work may use their vehicle to travel to a destination other than the location to which they are assigned if the destination is on the way or in a different direction from the location to which they are assigned.  The employee is entitled to charge the College the lesser of the mileage between the location to which they are assigned and the destination or the mileage between home and the destination.

 

Travel Time to College Events (Graduations, etc.)

Staff is allowed to attend and claim Hours of Work if the event happens during the normal workday.  On occasions in which the event takes place after the normal workday, the only staff authorized to claim Hours of Work would be those who have to attend as part of their job tasks or if management requests their presence.

 

CVA Vehicle / Personal Vehicle

If a CVA vehicle is available, personal mileage will not be reimbursed, unless with prior approval from a supervisor/management.

 

Car Pooling

Whenever possible, trips must be arranged to take advantage of the least expensive travel mode, e.g., excursion fares, joint use of vehicles by two or more persons.

 

Reimbursement

The cost of sustenance, allowable incidental expenses and any necessary use of personal vehicle, which are incurred while an employee is travelling on College business, will be reimbursed in accordance with the Saskatchewan Public Service Commission schedules.  Meal claims are not allowed if meals are provided as part of a meeting or function.

 

Meal allowance may be claimed for:

 

Breakfast:   If the time of departure from home office is before 7:30 a.m. and the time

                   of return is after 8:30 a.m.

         Lunch:         If the time of departure from home office is before 11:30 a.m. and time of

                            return is after 12:30 p.m.

         Supper:       If the time of departure from home office is before 5:30 p.m. and the time

                             of return is after 6:30 p.m.

 

 

Section:  Human Resources	Number:  3.31
	Date Approved:  February 2, 2009
Subject:  Conflict of Interest	Date Revised:

 

Preamble

Carlton Trail Regional College supports the right of employees to be involved in community projects and activities as citizens of the community.

 

Notwithstanding this principle, employees should bear in mind that Carlton Trail Regional College is entrusted with the protection of the public interest in many significant areas of the provincial post secondary education system.  In view of the importance of this trust, it is essential that employees maintain high standards of honesty, integrity, and good conduct.  Employees must be aware of the need to avoid situations which might result in an actual or apparent conflict of interest and conduct themselves accordingly.

In the event it is perceived that a potential or actual conflict of interest exists, employees shall immediately discuss the matter with the appropriate manager or the CEO.

Definitions

For the purpose of this policy, an employee shall be defined as any full- or part-time, in-scope or out-of-scope person employed by Carlton Trail Regional College.

"Immediate family members" is defined for the purposes of this policy to include spouses and economic dependants, persons married to direct relatives, or persons living in the same household.

A conflict of interest is a situation in which a College employee, whether for himself/herself or some other person(s), attempts to promote a private or personal interest which results in or could appear to result in:

• an interference with the objective exercise of Carlton Trail Regional College duties, and/or
• a gain or an advantage by virtue of his/her position in Carlton Trail Regional College.

 

The following are some examples that may constitute a conflict of interest:

• operating an outside business, whether as owner, employee, partner, officer or director, in direct competition with Carlton Trail Regional College services or on Carlton Trail Regional College time, which may include telephone calls, use of Carlton Trail Regional College resources, materials and equipment, mail service, etc.;
• when engaging in supplementary professional activities, using the name of Carlton Trail Regional College and/or its instructional materials for the advancement and benefit of personal business interests;
• securing outside employment which impairs the employee's performance, duty and workload capabilities at Carlton Trail Regional College;
• participating in activities which might impair the image or reputation of Carlton Trail Regional College;
• divulging confidential or restricted information to any unauthorized person or releasing such information in advance of authorization for its release;
• acting in any official manner where there is a personal interest which is incompatible with an unbiased exercise of official judgement;
• placing oneself in a position where he/she is under obligation to any person or organization who might benefit from improper consideration or favour on their part or seek in any way to gain improper treatment from in the discharge of the official duties and responsibilities;
• being party to a material contract or proposed material contract with Carlton Trail Regional College;
• acting on a board, council, association or any other organization which has a material influence, or might reasonably be expected to have a material influence, on any educational or other function of Carlton Trail Regional College; or
• placing oneself in a position where working relationships are affected by personal or family relationships.

 

Applications

• 1. Employees will devote their best efforts to Carlton Trail Regional College during the normal workweek and will avoid any other commitments that will interfere with this duty.

 

Employees may be employed outside of Carlton Trail Regional College provided that such employment does not:

• cause an actual or apparent conflict of interest;
• interfere with regular duties; and/or
• involve the unauthorized use of Carlton Trail Regional College premises, equipment, materials or supplies.

 

Where infringement upon normal duties is unavoidable, the appropriate manager, in consultation with the CEO, may require that all or part of the fee received be paid to Carlton Trail Regional College.

 

2. Employment applications of immediate family members will be accepted and given the same consideration as all other applications, based on qualifications including skills, knowledge abilities and experience for the position.

• To avoid potential conflict of interest situations, the application from an immediate family member, if deemed qualified, of an employee shall be discussed with the CEO prior to a hiring decision.
• Where there exists a reasonable question of bona fide cause for conflict of interest or favoritism, the College may deny employment based on a reporting relationship between immediate family members, as follows:
• a reporting relationship exists where the superior has influence, input, or decision making power over an employee's performance evaluation, salary, premiums, special permissions, potential for promotion, conditions of work and similar matters; or
• the relationship affords an opportunity for collusion between the two employees which would have a detrimental effect on Carlton Trail Regional College.

 

3.   Employees shall avoid placing themselves in circumstances of potential conflict of interest connected with the sale to Carlton Trail Regional College of goods, merchandise, or services by:

• a private company in which they are a shareholder or director;
• a public company in which they are a director or controlling shareholder; or
• personal involvement through a partnership or proprietorship;
• their immediate family members

 

In the case of transactions where some doubt exists as to whether an employee may be in conflict of interest, the employee shall disclose, in advance, their connection with that company, firm, partnership or other entity.  Disclosure should be made to the appropriate manager who may refer the matter to the CEO.

 

4.   An employee shall not accept a gift, favor or service from any individual, organization or corporation doing business with Carlton Trail Regional College, other than the normal:

• exchange of gifts between friends;
• exchange of hospitality between persons doing business together;
• exchange of gifts as part of protocol; or
• presentation of gifts to persons participating in public functions.

 

Principles

Due to the range and complexity of Carlton Trail Regional College activities, these provisions cannot be exhaustive.  However, there are four major principles which will assist in the administration of these provisions for topics not specifically covered.

 

First:  Carlton Trail Regional College staff is required to discuss with the appropriate manager or the CEO any actions which are in doubt.  When private interests are freely and frankly declared, the possibility of conflict is lessened.

 

Second:  Employees should enjoy the same rights in their private dealings as any other individual, unless it can be demonstrated that a restriction is essential to Carlton Trail Regional College's best interest.

 

Third:  Carlton Trail Regional College does not pay for the same service twice.  Employees shall not accept monetary or other payment, in addition to normal salary or expenses, for duties which they perform in the course of their employment with Carlton Trail Regional College.

 

Fourth:  Carlton Trail Regional College is required to deal with any potential conflict of interest situation discovered, even if it is not disclosed.

 

 Waiver

 The policy may be waived provided that the CEO:

• upon review, finds it essential to do so in order to meet operational needs; and is satisfied that sufficient safeguards are in place to ensure that Carlton Trail Regional College's interests are not compromised.

 

Section:  Operations	Number:  4.1
	Date Approved:    August 22, 1995
Subject:  Legal Services	Date Revised:  November 20, 2001

 

a)      The Board shall appoint a legal firm as the general solicitor.  This appointment is to be reviewed on a regular basis.  This shall not preclude other special appointments by Board motion as required.  (September 13, 1982)

b)      The Board shall authorize Management to engage the services of solicitors as required for labour relations matters.

 

 

Section:  Operations	Number:  4.2
	Date Approved:   June 30, 1986
Subject:  Promotions	Date Revised:  November 20, 2001

 

a)  Each year the CEO shall oversee the development of a Promotions Plan for the year.

b) The College shall only advertise activities sponsored or jointly sponsored by the

 

Section:  Operations	Number:  4.3
	Date Approved:   June 30, 1986
Subject:  Press Releases	Date Revised:  November 20, 2001

 

a)  Press releases dealing with Board policy shall be approved by the Chairperson or the CEO.

b)  Press releases dealing with programs shall be authorized by either the Director of Administration or the CEO

 

Section:  Operations	Number:  4.4
	Date Approved:   June 30, 1986
Subject:  Community Partnerships	Date Revised:  November 20, 2001

 

a) The College shall work towards establishing mutually beneficial community partnerships for Carlton Trail Regional College. The emphasis should be towards providing more efficient, comprehensive adult education opportunities and services.

b) The Board will make the initial decision regarding involvement in a major project, and will review this involvement at any time at the request of staff or Board member.

  

Section:  Operations	Number:  4.5
	Date Approved:   August 22, 1995
Subject:  Facilities	Date Revised:  November 20, 2001

 

• a) Each fiscal year, the Board shall review the facility and janitorial rates.

 

  

Section:  Operations	Number:  4.6
	Date Approved:  November 20, 2001
Subject:  HEC Computer Fleet Maintenance	Date Revised:  May 20, 2008

 

Maintenance of the Carlton Trail Regional College fleet of computers, at the Humboldt Education Centre, is the sole responsibility of Carlton Trail Regional College. 

  

 

Section:   General	Number: 4.7
	Date Approved:   November 20, 2001
Subject:   Electronic Mail and Internet Usage	Date Revised:

  

It shall be the policy of the Board to:

• a) Ensure the appropriate, cost-effective, and efficient use and operation of the College's e-mail system, and
• b) Set appropriate standards for access to the Internet using College facilities.

 

 

Section:  Operations	Number:  4.8
	Date Approved:   August 22, 2000
Subject:  Vehicles	Date Revised:   September 22, 2009

 

The Director of Finance shall be responsible for the provision and maintenance of a fleet of leased vehicles and shall maintain liability insurance.

 

Employee use of College-leased vehicles (CVA) shall be governed by applicable clauses of the Collective Agreement.

 

 

Section:  Operations	Number:  4.9
	Date Approved:  March 18, 2003
Subject:  Student Information System	Date Revised:

 

CTRC shall use an automated Student Information System (SIS) for the purposes of administering programs and services.

The College will use internal procedures that ensure the accuracy and currency of data.  The SIS design shall enable data input by regional office staff and incorporate mechanisms to validate data quality.

  

Section:  Operations	Number:  4.10
	Date Approved:  April 22, 2003
Subject:  Occupational Health & Safety	Date Revised:

 

The College believes that staff and students should have a learning and working environment that is safe and free from health hazards. A safe and healthy environment adds value to the quality of the learning/working life of the students and employees.

The College will establish and maintain an Occupational Health and Safety Committee. The Committee shall make recommendations on the initiation and maintenance of a safe and healthy learning/working environment and on policies and practices to ensure the College operates in compliance with the Occupational Health and Safety Act of the Province of Saskatchewan. In its operation, the Committee shall ensure that College staff has the opportunity to contribute to maintaining a safe and healthy environment in an atmosphere of support and open discussion.

 

 

Section:  Operations	Number:  4.11
	Date Approved:  September 22, 2003
Subject:  International Education and Development                  Project Participation	Date Revised:

 

The Board of Trustees approves the participation of the College in international education and development activities on a project-by-project basis.  Such projects must be within the mandate of the regional colleges as prescribed in section 5 of the Regional Colleges Act.

Participation in the International Education and Development Project may include the following:

• Develop, promote and deliver joint venture educational training programs to international clients on a contractual basis that will support sustainable development in developing countries;
• Provide advisory personnel on overseas assignment for education administration, organizational development, brokering model development, curriculum development and modification and program evaluation;
• Provide training opportunities to staff from overseas or educational institutions to observe and participate in the training available at Carlton Trail Regional College; and
• Provide programs and services to sponsored and fee-paying international students wishing to study at Carlton Trail Regional College.

 

 

 

Section:  Operations	Number:  4.12
	Date Approved:  November 21, 2006
Subject:  Risk Management	Date Revised:

 

The College shall establish and maintain a Risk Management Strategy.  The Risk Management Strategy shall identify operational and financial vulnerabilities and shall articulate remedial or coping mechanisms.

The Board shall review the Risk Management Strategy annually during the Business Plan development process.

 

Section: Operations	Number: 4.13
	Date Approved: November 13, 2007
Subject: Election Period Guidelines	Date Revised:

Section:   Operations	Number: 4.14
	Date Approved: June 17, 2008
Subject: Meetings of Staff	Date Revised:

 

Section:   Programs	Number:  5.1
	Date Approved:  March 19, 2002
Subject:   Program Coordination	Date Revised:

 

The College's Senior Academic Officer shall ensure that programming activities are coordinated in order to maintain public and student access and the College's response to identified needs, and to provide for the viability of the College's operations.

 

 

 

Section:   Programs	Number:  5.2
	Date Approved:  September 22, 2000
Subject:   Program Review	Date Revised:  March 19, 2002

 

An annual program review plan shall be developed by Carlton Trail Regional College Management in consultation with Program Co-ordinators.

A Program Review Committee shall be established to oversee each program review process.

The response to, and implementation of, the Program Review Committee's recommendations shall be the responsibility of Carlton Trail Regional College Management.

 

 

Section:   Programs	Number:  5.3
	Date Approved:  June 27, 1983
Subject:   BIC Fees	Date Revised:   June 17, 2008

 

BUSINESS, INDUSTRY & COMMUNITY EDUCATION (BIC) PROGRAMS

Pursuant to the approval by the Minister of Learning of the Regional Colleges' response to recommendation #16 of "Futures Close to Home," Carlton Trail Regional College shall establish and maintain a pricing policy for Business, Industry and Community Education programs consistent with that used system-wide.  Adoption of the policy supports the capability of the College to promote and encourage rural revitalization and economic and social development through the provision of programs and services that are appropriate to the region's communities.

POLICY:

The goal of Business, Industry and Community Education (BIC) programs is to maximize value for clients and for the college.  Tuition fees for BIC programs offered by Carlton Trail Regional College will be based on full cost recovery, plus administration charges to a maximum of 15%.

GUIDELINE:

From time to time, situations arise where the market could bear a price greater than, or less than, the actual cost of delivering a program.  In those cases, the College may price the program to reflect the reality of the situation.  This exception shall not be applied to undercut the market solely to achieve a market advantage.

 

Section:   Programs	Number:  5.4
	Date Approved:  February 19, 2003
Subject:   Basic Education Tuition	Date Revised:  September 20, 2005

 

In order for Carlton Trail Regional College to allocate necessary resources in support of Basic Education programs, a tuition fee shall be charged to those students who are sponsored by an agency, e.g., Workers Compensation Board.

 

  

Section:   Programs	Number:  5.5
	Date Approved:    August 22, 1995
Subject:  SCN	Date Revised:  April 23, 2002

 

A Board-designated SCN site shall operate at the request of one or more students.

 

Section:   Programs	Number:  5.6
	Date Approved:  February 7, 1996
Subject:   Commercialization	Date Revised:   April 23, 2002

 

No brand name products may be denounced, promoted, advertised or sold in conjunction with any class. (May, 1974)

 

Section:  Programs	Number:  5.7
	Date Approved:  June 30, 1986
Subject:  University Credit Courses	Date Revised:  April 23, 2002

           

The College shall co-operate with the University of Saskatchewan, St. Peter's College, and the University of Regina in the delivery of credit programs in the Carlton Trail region.

The conditions of delivery shall be as per the agreement regulating delivery of university credit programs through Regional Colleges.

Tuition fees shall be at those rates established by the respective university.

 

 

 

Section:   Programs	Number:  5.8
	Date Approved:  June 30, 1986
Subject:  Literacy Program	Date Revised:  April 23, 2002

 

To meet the need of adults who have not achieved basic literacy, the College will endeavor to provide a volunteer literacy program.

The College will recruit, develop and train volunteer tutors.

 

 

 

Section:   Programs	Number:  5.9
	Date Approved:  June 30, 1986
Subject:   Program Restrictions	Date Revised:  April 23, 2002

 

The CEO shall refer programs deemed to be controversial to the Board of Trustees prior to these programs commencing.  (November, 1980)

Programs dealing with the following topics shall not be sponsored by the College:

• Programs which deal with direct religious instruction
• Programs which promote a particular political party or religious sect.

 

 

 

Section:  Programs	Number:  5.10
	Date Approved:  June 30, 1986
Subject: Contact Committees	Date Revised:  April 23, 2002

 

The Program Co-ordinator or Assistant shall endeavor to establish volunteer Contact Committees or individual contact people in assigned communities.

The purpose for the volunteers is to:

• Identify the community's adult educational needs.
• Promote lifelong learning in the community.
• Work with College staff to enable the delivery of programs.

 

 

Section:  Programs	Number:  5.11
	Date Approved:  May 2, 1988
Subject:  Loan of Educational Equipment	Date Revised:  April 23, 2002

 

Within budget limits, the College shall make available a range of educational equipment to assist learning.

The following priorities shall be applied:

• 1) loan to Regional College classes in progress;
• 2) loan to Regional College instructors for previewing, evaluation, fieldwork or self-training;
• 3) loan to non-profit community groups;
• 4) loan to other government agencies;
• 5) loan to private enterprise and/or private education initiatives.

 

Section:   Programs	Number:  5.12
	Date Approved:  June 30, 1986
Subject:  Sponsored Programs	Date Revised:  April 23, 2002

 

The College shall participate with Saskatchewan Learning and other funding agencies in the delivery of sponsored programs.

 Each sponsored program shall have a budget established and approved by the Board.  Once approved, the CEO or designate is authorized to make expenditures within the limits of the budget.

 

 

 

Section:  Students	Number:  6.1
	Date Approved: April, 1999
Subject:  Admissions	Date Revised:  March 20, 2001

 

Definitions:

Young Adults:  students enrolled in Grades 9-12 inclusive and persons who have fulfilled the requirements of the School Attendance Act, but have not reached their eighteenth birthday.

Adults:  persons eighteen years of age or older, regardless of school completion status.

         ***************************************

Carlton Trail Regional College is primarily for adult learners.  The Board of Trustees has adopted the following policies regarding admission in College courses:

• Admission in Regional College courses is open to adults or young adults as defined above.
• Two-thirds of the students enrolled in any course must be adults.
• Credit Programs: (University, Vocational/Technical, High School completion). Where a student or students enrolled in Grades 9-12 inclusive, wish to attend any credit course offered by the College, the student(s) must obtain written permission from the School principal.
• Non-Credit Programs: Students enrolled in Grades 9-12 inclusive must have permission from the School Principal prior to registering in any non-credit class which is held during school hours.
• School Boards may contract with the College to provide class space for a student or students in a course arranged by the College. The School Board will pay for the class space as negotiated with the College.
• The Board of Trustees may, in exceptional circumstances, admit persons of any age to a specific program by resolution of the Board.

 

Section:  Students	Number:  6.2
	Date Approved:  March 20, 2001
Subject:  Student Loan Documentation	Date Revised:  October 29, 2008

 

Carlton Trail Regional College is authorized to administer student loans.  With respect to that duty, the following staff shall have signing authority:

• Industry/Trades Coordinator
• Skills Training Coordinator
• Community Program Facilitators
• Director of Programs
• Director of Administration
• Registration Clerk

 

 

 

Section:  Students	Number:  6.3
	Date Approved:  March 20, 2001
Subject:  Provincial Training Allowance	Date Revised:

 

Carlton Trail Regional College is authorized to administer the Provincial Training Allowance.  The College shall have in place procedures that provide for the approval of programs for PTA eligibility and for the administration of student benefits under the Provincial Training Allowance, as specified in the Act and Regulations.

(see Procedure 6.3)

 

Section:  Students	Number:  6.4
	Date Approved:  April 21, 1999
Subject:  Student Information Manual	Date Revised:  March 20, 2001

 

All full-time students at Carlton Trail Regional College will be issued a Student Information Manual by the supervising Program Coordinator.

Program handbooks may be issued by individual programs; however, the policies and procedures of the Student Information Manual will take precedence.

 

 

 

Section:  Students	Number:  6.5
	Date Approved:  May 17, 2000
Subject:  Confidentiality	Date Revised:  March 20, 2001

 

Security of Student Information

To protect the privacy of the student, the College must acquire written consent of a student prior to release of any personally identifiable information contained in the official student record.  The College may release general statistical information to appropriate government agencies.  Exceptions will also be made in emergency situations involving perceived danger to persons.

(see Procedure 6.5)

 

Section:  Students	Number:  6.6
	Date Approved: February 23, 2000
Subject:  Work Placement Agreement	Date Revised:  March 20, 2001

 

A Work Placement Agreement must be completed for all students entering into a work placement situation.

(see Procedure 6.6)

 

Section:  Students	Number:  6.7
	Date Approved:  March 20, 2001
Subject:  Examination Invigilation	Date Revised:   August 12, 2002

 

This policy will guide the supervision of examination writing for an external agency, educational institution, or an individual student to ensure Carlton Trail Regional College is adequately compensated.

A fee for service, in accordance with Procedure 6.7, Appendix A. will be applied to all exam invigilations, excepting those which are part of the programs being delivered by the College.

The policy and procedure reflect the student-centered approach taken by Carlton Trail Regional College to ensure all students are treated fairly and consistently.

(see Procedure 6.7)

 

Section:  Students	Number:  6.8
	Date Approved: April, 1999
Subject:  Certification	Date Revised:  March 20, 2001

 

Certificates shall not normally be issued for non-credit courses.  Students may request a letter of attendance from the College.

Students registered in courses or programs brokered from accrediting institutions shall be eligible for certificates from that institution provided they meet the completion requirements of that institution.

 

Section:  Students	Number:  6.9
	Date Approved:  March 20, 2001
Subject:  Eligibility for Basic Education	Date Revised:  November 19, 2002

 

Carlton Trail Regional College's goal in Basic Education is to assist students to achieve successful completion of their secondary education.  This goal includes the achievement of performance standards and specific outcomes within a defined time frame.

PTA eligibility has been restricted to those students attending 20 or more hours of class per week.

Students who are taking 3 or more classes per semester or 6 classes per academic year, which equates to 60% of full-time studies (20 hours per week), will be eligible to apply for Provincial Training Allowance.

Students cannot take classes that they do not need just to make themselves eligible for Provincial Training Allowance.  This does not prevent students from taking the classes, just from being eligible for Provincial Training Allowance.

 

Section:  Student	Number:  6.10
	Date Approved:  March 18, 2003
Subject:   Tutor Services	Date Revised:

 

Carlton Trail Regional College is deemed to have four types of tutorial needs: students in credit programs, students in Basic Education, Literacy students, and students in work-based programs. 

The College shall endeavor to provide tutoring services in response to identified needs; nevertheless, students may be expected to contribute towards the cost of their tutoring

 

Section:  Student	Number:  6.11
	Date Approved:  January 20, 2004
Subject:   Retention of Examinations and Interim                  Grades	Date Revised:

 

Carlton Trail Regional College will retain all examination papers for a period of one full year after the date of the examination.  Roll/grade books which are used to record mid-term or other marks will also be retained for one year.

 

 

 

Section:  Students	Number:  6.13
	Date Approved:  November 16, 2004
Subject:  Weather	Date Revised:

 

Carlton Trail Regional College wishes to ensure the safety of students who do not live in the community where classes are held; however, only under "severe weather conditions" will a decision be made to cancel classes.

"Severe weather conditions" are defined as follows:

            Temperature: - 45 degrees with wind chill factor or - 35 degrees air temperature

            Visibility and Road Conditions: travel is not advised or roads are closed according to the Highway Hotline.

Students will be expected to make up the time and assignments.

 

 

 

Section:  Student	Number:  6.12
	Date Approved:  January 20, 2004
Subject:   End of Program Celebrations	Date Revised:  June 17, 2008

 

Carlton Trail Regional College shall support End of Program exercises in recognition of the value in celebrating student achievement.

 

A portion of student fees, determined annually, shall be set aside for graduation exercises.

 

Proposed budgets are to be submitted to the Director of Finance no later than one month prior to the event.

 

The Board of Trustees shall endeavour to be represented at each graduation exercise by the Chair, his/her designate, and/or other Board members.

 

The College will permit the consumption of alcoholic beverages at festivities by those able to do so by law, but will not provide funds or services for such.

 

Section:  Students	Number:  6.14
	Date Approved:  September 18, 2007
Subject:  Reservists	Date Revised:

 

Any student attending Carlton Trail Regional College who is a reservist that is called to active duty in the Canadian Armed Forces shall be allowed to leave their program of studies without academic or financial penalty.  Students leaving the program before or part way through the year will be entitled to full refund of tuition for the period, and their academic record will, subject to the agreement of the brokering agency, not reflect any academic penalty.  The student will be guaranteed a seat in the program upon their return provided that the program continues to be offered by the College.