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Policies and Procedures of the University

Contents

 

Academic Appeals (other than grades)

Any decisions about continuation in a program are subject to the normal process of appeal which, in the first instance, would be directed to the Dean of the FGSR. If the appellant is not satisfied with the outcome of the Dean's review, a formal appeal at the Faculty level, or at the University level, whichever applies, may be requested as the next course of action. There is an Appeals Guide for students making appeals to the Department and/or Faculty of Graduate Studies and Research.


Academic Conduct and Misconduct

Regulations Governing Discipline for Academic and Non-academic Misconduct

General

Student Behaviour

Students of the University of Regina (the "University") are expected to conduct themselves responsibly and with propriety both in their studies and in their general behaviour, and are expected to abide by all policies and regulations of the University. Misconduct, which may be academic (that is, in academic studies) or non-academic (in general behaviour), is subject to disciplinary action.

Scope

Throughout these regulations, all references to the University include its federated and related colleges, namely Luther College, Campion College and First Nations University of Canada (formerly Saskatchewan Indian Federated College), and these regulations apply to all students of all such entities who are also University of Regina students, and to all students of any regional college who are taking courses through the University. All references herein to a "faculty" shall be read as including the relevant College or program, where the context requires.

Principle of Progressive Discipline

Actions taken and penalties imposed when misconduct has been determined will be guided by the principle of progressive discipline.  To that end, penalties assigned and actions take will:

  • Normally increase in severity for second and subsequent acts of misconduct.
  • Take into account the severity of the misconduct.
  • Education with respect to correct behaviour and the consequences of future misconduct.

Academic Misconduct

Academic Integrity

Assignments, tests, and examinations are designed for students to show the instructor how well they have mastered the course material. When the instructor evaluates the student's work, it must therefore be clear which ideas and words are the student's own. The general principles of academic integrity for students doing course work are that they are to do their own original, individual work, unless told otherwise by the course instructor, and are to give credit for other people's ideas or words. Students should be aware that while collaborative or group work on assignments may be encouraged in some disciplines, it is not acceptable in others. Discussion of ideas with faculty and other students (that is, intellectual debate) is both allowable and important, provided that credit is given in written work for ideas that are not one's own. Group study (as distinct from group work on an assignment that is to be graded) is likewise permissible unless explicitly forbidden by the instructor.

Important Note: As an investment in your success in your graduate program, the University is providing a no-cost, online introductory course on academic integrity that is compulsory for all incoming graduate students. This course, which can be completed in less than an hour, is expected to be completed at your own pace before the end of your first term.  Please ensure that you register for GRST 801 along with your regular courses during your first registration period. 

Violations - Acts of Academic Misconduct

Acts of academic dishonesty or misconduct include acts which contravene the general principles described in section 2.1.2, above. In this section, some of these acts are described. Others which are not explicitly described here may also be considered academic misconduct. All forms of academic misconduct are considered serious offences within the University community.

Cheating

Cheating constitutes academic misconduct. Cheating is dishonest behaviour (or the attempt to behave dishonestly), usually in tests or examinations. It includes:

  1. unless explicitly authorized by the course instructor or examiner, using books, notes, diagrams, electronic devices, or any other aids during an examination, either in the examination room itself or when permitted to leave temporarily;
  2. copying from the work of other students;
  3. communicating with others during an examination to give or receive information, either in the examination room or outside it;
  4. consulting others on a take-home examination (unless authorized by the course instructor);
  5. commissioning or allowing another person to write an examination on one's behalf;
  6. not following the rules of an examination;
  7. using for personal advantage, or communicating to other students, advance knowledge of the content of an examination (for example, if permitted to write an examination early);
  8. altering answers on an assignment or examination that has been returned;
  9. taking an examination out of the examination room if this has been forbidden.

Plagiarism

Plagiarismis a form of academic dishonesty in which one person submits or presents the work of another person as his or her own, whether from intent to deceive, lack of understanding, or carelessness. Unless the course instructor states otherwise, it is allowable and expected that students will examine and refer to the ideas of others, but these ideas must be incorporated into the student's own analysis and must be clearly acknowledged through footnotes, endnotes, or other practices accepted by the academic community. Students' use of others' expression of ideas, whether quoted verbatim or paraphrased, must also be clearly acknowledged according to acceptable academic practice. It is the responsibility of each student to learn what constitutes acceptable academic practice. Plagiarism includes the following practices:

  1. not acknowledging an author or other source for one or more phrases, sentences, thoughts, code, formulae, or arguments incorporated in written work, software, or other assignments (substantial plagiarism);
  2. presenting the whole or substantial portions of another person's paper, report, piece of software, etc. as an assignment for credit, even if that paper or other work is cited as a source in the accompanying bibliography or list of references (complete plagiarism). This includes essays found on the Internet.

Students who are uncertain what plagiarism is should discuss their methodology with their instructors.

In addition to the matters described above, academic misconduct subject to discipline also includes (but is not limited to) the following:

  • Falsifying lab results;
  • Padding a bibliography with works not read or used;
  • Helping another student in an act of academic dishonesty; for example, writing a test or paper for someone else, or preparing materials for another student's studio project;
  • Providing false or incomplete information or supporting documents/materials on an application for admission, re-admission, or transfer;
  • Providing false information to obtain a deferral of term work or examination;
  • Altering or falsifying, or attempting to alter or falsify, grade information or other records of academic performance (one's own or someone else's);
  • Obtaining or attempting to obtain an academic advantage by non-academic means such as bribes or threats;
  • Hindering other students in obtaining fair access to University materials and facilities; for example, cutting an article out of a Library copy of a journal;
  • Theft of another student's notes;
  • Alteration or destruction of the work of other students;
  • Behaviour that interferes with the evaluation of another student's work, such as failure to participate in a group project.

The two acts listed below may also be considered to be academic misconduct unless authorized by the course instructor:

  • Submitting the same work for credit in more than one course. Students who wish to submit work they have prepared for another course must consult the course instructor and receive permission to do so;
  • Working jointly, with another student or group of students, on an assignment that is to be graded. If no explicit instructions are given by the instructor about group work, students who wish to work together must request the instructor's permission in advance.

Procedure

Any academic or administrative member or official of the University who suspects that academic misconduct has occurred shall immediately notify the relevant Dean, or his or her designate (the "Investigating Dean").  Where the academic misconduct occurs in connection with a  particular course, the Dean or designate of the faculty offering the course shall be the Investigating Dean.  For all other acts of academic misconduct, the Dean or designate of the student's faculty or college shall be the Investigating Dean.

Upon receiving notification, the Investigating Dean shall investigate the alleged academic misconduct immediately, which process will include offering an opportunity for the student to explain the incident, and conducting any further investigation deemed necessary to ensure procedural fairness. Upon receiving notification, the Investigating Dean will also immediately notify the University Secretary of the alleged misconduct. If the Investigating Dean is not the Dean of the student's faculty, the Investigating Dean will also notify the Dean of the student's faculty of the alleged misconduct. If the academic misconduct has been established, the Investigating Dean may take the appropriate academic action, and impose the appropriate penalty.

The Investigating Dean will make the disciplinary decision on the academic misconduct and will advise the student of the disciplinary decision in writing. A copy of the disciplinary decision will be provided to the University Secretary and the student's faculty.

Where a student commits academic misconduct in two or more courses in the same term, and the courses in question are offered by more than one faculty, the Dean or designate of the student's faculty may assign a penalty additional to those assigned by the Investigating Deans.

For misconduct by graduate students, the Dean of the Faculty of Graduate Studies & Research is deemed to be the students' Dean. For misconduct in graduate courses, the Dean of the Faculty of Graduate Studies & Research is deemed to be the Dean of the faculty offering the course.

Academic Holds

A student who has committed or is under investigation for an act of Academic Misconduct will have a hold placed on his/her student account.  The hold remains on the student's account for 30 days following the decision letter by the Faculty.  If the student does not submit a formal request to appeal the decision of the Faculty within the 30 days, the hold is automatically lifted from his/her account after 30 days.  If the student wishes to appeal the decision, the hold remains on his/her account until a decision is reached following his/her appeal hearing.  During the hold period, a student is not able to register for classes on his/her own, verify grades or obtain transcripts.  Should a student need to perform any of these actions, a student can perform these actions with the help of his/her faculty.

Removing an Academic Hold

If a student does not wish to appeal the penalty that has been assigned, and would like the hold removed from the student account prior to the end of the 30 day period, students can submit a 'Request to Remove the Hold on Student Account' form to the University Secretariat. 

Non-Academic Misconduct

Student Behaviour

Consideration for others and respect for each person is a principal way of life within the university community. The basic behavioral philosophy of the University of Regina is that students, academic staff, support staff and administrators must be able to work and study in an environment that is free from harassment, discrimination, and intimidation, that all members of the community are entitled to fair and humane treatment, and that all will conduct themselves appropriately, respectfully and responsibly.

A primary responsibility of the University is to provide its students with the opportunity for inquiry and the freedom to discuss and express one’s views openly without fear of retaliation, or abuse of person or property. These attributes are the foundation of good citizenship.

To this end, students have an obligation to act in a fair and respectful manner toward their peers, the faculty, staff, administration and the physical property of the University and others. Integrity and personal conduct, both on-campus and off-campus, are critical elements in achieving these goals.

Jurisdiction

These regulations cover the conduct of all University of Regina students in University related activities, or with respect to and on University property, or involving any member of the University community.  University related activities include activities of any type operated under University auspices at any location, whether on or off campus (including on any Co-op work term, practicum, internship or research project).

Violations

Non-academic misconduct subject to discipline hereunder includes, but is not limited to the following (“Violations”):

  • a violation of the published rules, regulations, practices, procedures or policies of the University or of any authorized rule-making body within the University, including all academic and administrative units, any residence, and a violation of any professional code of conduct applicable to any faculty or department;

  • theft, vandalism and wilful or negligent damage to the property of the University or of a member of the University community, the Student’s Union or any other University organization;

  • disruption of instructional activities (being any conduct which makes it difficult to proceed with scheduled lectures, seminars, discussion group meetings and related activities, or with examinations, tests, or use of library, laboratory or research facilities);

  • assault of any nature, or the threat of any assault;

  • the unauthorized use or the misuse of any University facilities, equipment or services;

  • the violation or breach of any Federal, Provincial or Municipal laws, so far as they are relevant to student conduct;

  • harassment or discrimination in contravention of the principles articulated in the policies of the University, The Saskatchewan Human Rights Code or the Canadian Charter of Rights and Freedoms;

  • illegal drug use;

  • the failure to comply with the directions of officials of the University acting within the scope of their authority;

  • any conduct which harms or threatens to harm the proper functioning of University programs or activities, the rights of members or guests of the University, the safety or well-being of members or guests of the University, or the property of the University, its members and guests;

  • falsification or misuse of University records for improper or fraudulent purposes.

Procedures

Any individual may report a Violation to:

  • Campus Security;
  • the Dean of the student's faculty;
  • the manager of the student's residence; or
  • any other appropriate University officer or administrator

The University Officer will investigate the alleged Violation immediately in conjunction with Campus Security. This process may include taking a statement from the complainant, informing the respondent of the allegation, offering an opportunity for the respondent to reply to the allegation, and conducting any further investigation deemed necessary to ensure procedural fairness. Following the investigation, Campus Security will prepare an Incident Report in prescribed form. The Incident Report will summarize the investigation and findings, and may recommend a penalty in respect of the Violation, which may include referral of the matter to a law enforcement agency.

The Incident Report will be provided to the University Secretary (and a copy maintained at Campus Security). If the investigating University Officer and/or Campus Security determine that the Violation did occur, the Incident Report will also be forwarded to the Associate Vice-President (Student Affairs).

Upon receipt of an Incident Report, the Associate Vice-President (Student Affairs) will review the misconduct in question and recommend a course of action, including an appropriate disciplinary penalty. The Associate Vice-President (Student Affairs) shall be entitled to call upon the assistance of the Advisory Team which shall comprise the following individuals: the Associate Vice-President (Student Affairs), the Dean of the accused student’s faculty, the Director of Campus Security, and such other appropriate Administrative personnel as may be required.

The Associate Vice-President (Student Affairs) will make the disciplinary decision on the Violation and will advise the student of the disciplinary decision in writing. The Associate Vice-President (Student Affairs) will provide a copy of the disciplinary decision to the University Secretary and the student’s faculty. If the disciplinary decision involves suspension or expulsion, a copy shall also be provided to the Registrar’s Office for action with respect to the student record.

The reporting of a Violation, and an investigation and discipline hereunder shall not disentitle an individual from seeking recourse or making a complaint under any other University policy, nor does the bringing of any complaint under the University policy prevent the University from investigating any Violation and imposing any discipline hereunder therefore. All rights and remedies under all University policies are cumulative, and a student may be subject to discipline for a Violation under more than one policy, code of conduct, regulation or procedure of the University or any authorized rule-making body within the University, including all academic and administrative units, residences, faculties or departments.

It is recognized that an offence can be of one or more of a criminal, non-academic and academic character, e.g. theft of a key to obtain a copy of an examination paper. In these cases, it is understood that both academic and non-academic discipline, and criminal penalties may arise.

External Investigation

Where the Violation falls within the scope of the Criminal Code of Canada or any other federal or provincial statute, the matter may be referred to law enforcement for consideration.  Campus Security will liaise between University and Law Enforcement Officials. The Violation will concurrently be reviewed by the Associate Vice-President (Student Affairs) for an internal disciplinary decision.

Notwithstanding that a Violation may have been referred to law enforcement officials for external investigation and action (including judicial action), the University may choose to proceed with an internal investigation and disciplinary decision hereunder.

Presidential Intervention

The President (or the Acting President, as the case may be) has the power to exclude any Student from the University and its Campus at any time, until the next meeting of the Council Discipline Committee.  This will be done if, in the opinion of the President, this action is necessary to avoid disruption to the University, protect the interests of students, faculty, staff or visitors to the University or to protect the property of the University.

If the investigation of the Violation in such a case has been complete prior to the next meeting of the Council Discipline Committee and the disciplinary decision rendered, the continued exclusion of the Student shall be determined through the disciplinary decision.  If the investigation of the Violation in such a case has not been completed prior to the next meeting of the Council Discipline Committee, or if a disciplinary decision has not been rendered, the Student shall attend before the Council Discipline Committee to show cause why he or she should not continue to be excluded from the University and its campus until such time as a disciplinary decision is made.  The Council Discipline Committee may either continue the Student’s exclusion, or permit the Student to return to the University on such terms and restrictions as Council Discipline Committee shall impose.

Penalties

General

Determination of the penalty for acts of misconduct will be done on a case-by-case basis with consideration for similar previous incidents. In determining the appropriate penalty, consideration will also be given to the extent of the misconduct, whether there have been previous cases of misconduct, and other mitigating or aggravating circumstances. Repeat cases of misconduct will result in a more severe punishment. The penalty for a second act of academic misconduct is expulsion from the University. 

Withdrawal from the University while an alleged Violation is being investigated does not prevent the subsequent rendering of a disciplinary decision and assignment of a penalty if the misconduct is substantiated.

There may be academic and financial consequences for misconduct, including an appropriate notation on the Student's transcript, and no refund of fees.

Academic Misconduct

The possible penalties for an act of academic misconduct may include any one or more of the following, or another appropriate penalty at the discretion of the Dean:

  • reduction of a grade on an assignment, essay, report or examination
  • notation on the student’s file
  • zero credit on an assignment, essay, report or examination
  • reduction of a grade in a course
  • zero credit in a course
  • a grade of XF (academic misconduct)
  • loss and/or repayment of scholarships and other awards
  • requirement to take a course in ethics
  • suspension or expulsion from a program
  • suspension or expulsion from the University
  • withholding or rescission of a credential

Penalties for acts of academic misconduct in connection with a particular course are assigned by the Dean or designate of the faculty offering the course. The penalty for other acts of academic misconduct is assigned by the Dean or designate of the student's faculty or college.

FGSR Penalties

The penalty for an established case of plagiarism will be a zero (0) for the paper(s) and may be coupled to a final grade of "XF" for the course.

Non-Academic Misconduct

The possible penalties for an act of non-academic misconduct may include any one or more of the following, or another appropriate penalty at the discretion of the Associate VP Student Affairs: University penalties for acts of non-academic misconduct are assigned by the Associate VP Student Affairs:

  • forfeiture of fees
  • restitution for damage
  • fines
  • if not in violation of any collective bargaining agreement, University community service or remedial
  • measures may be considered
  • alternative dispute resolution
  • loss of, and/or requirement to repay, scholarships or other awards
  • probation
  • eviction from residence
  • restriction of access or use of any University facilities, equipment or services
  • expulsion from the Co-op program
  • suspension
  • termination of any internship, practicum or research project, without any refund of fees
  • expulsion
  • exclusion from campus

University penalties for acts of non-academic misconduct are assigned by the Associate Vice-President (Student Affairs).

Administration of the Penalties of Suspension and Expulsion

Suspension is dismissal from the University for a fixed period.  Students may apply for readmission for the first term after the expiration of the penalty; no petition is required.

Expulsion is dismissal from the University for an indefinite period (in no case less than two calendar years). A student who has been expelled must petition to the Council Discipline Committee for permission to apply for readmission.

A student who is appealing a penalty of suspension or expulsion may continue to register for and attend classes until the appeal process has been exhausted, unless the student has been excluded from campus. Where the appeal process has been exhausted and a penalty of suspension or expulsion is the final outcome of that process, the student will be withdrawn from courses in progress with grades of CW (“compulsory withdrawal”) and no refund of tuition and fees.  Registrations in future parts of term will be cancelled.

A student who is suspended or expelled, and who is also excluded from campus will be immediately withdrawn from courses in progress with grades of CW and no refund of tuition and fees. Registrations in future parts of term will be cancelled. Where the student appeals the suspension or expulsion and the appeal is successful and the penalty is rescinded, the student will be reinstated in courses in progress, if possible, or will have the course records deleted from the official transcript and receive a full refund of tuition and fees. Registrations in future parts of term will be reinstated to the extent possible.

When a student is suspended and does not appeal, registration in future parts of term will be cancelled. With respect to courses in progress, the Dean or Associate Vice-President (Student Affairs), as the case may be, may:

  1. withdraw the student with grades of CW and a full refund of tuition and fees, in which case the suspension is effective immediately; or
  2. permit the student to finish the term, in which case the suspension takes effect with the next term.

The Dean or Associate Vice-President (Student Affairs) may choose to consult the student in reaching a decision, which will be based mainly on the nature of the offence and the timing of the suspension.

Students who have been suspended or expelled from the University and who are subsequently readmitted to the University will not receive transfer credit for any courses they may have taken from other institutions during the period of their dismissal

Appeals & Petitions

Formal appeals, other than formal reassessments of grades, must first be submitted to the Department. If the Department's resolution of the appeal is believed to be inappropriate or unjust, you may then submit an appeal to the Faculty of Graduate Studies and Research. Disagreement or dissatisfaction with the Department's resolution is not sufficient grounds for appealing to the Faculty of Graduate Studies and Research; you must demonstrate that the decision was unfair or biased or otherwise deserving to be reversed. If you are not satisfied with the Dean's decision, you may appeal to the Council Committee on Student Appeals. This appeal must be made within four weeks of receiving the adverse decision. If you are not satisfied with the decision of the Council Committee on Student Appeals, he or she may appeal to the Senate's Appeal Committee. This appeal must be made within four weeks of receiving the adverse decision from the Council Committee on Student Appeals. The Senate's Appeal Committee is the final level of appeal.

Council Discipline Committee

Students may appeal the imposition or severity of a penalty for misconduct (academic or non-academic) to the Council Discipline Committee. Requests for a hearing must be submitted, in writing and within 30 days of the date of imposition of the penalty, to:

The University Secretary
University of Regina AH 509.1
Regina SK  S4S 0A2
Tel: 306-585-4956; fax: 306-585-5255
Email (University Secretary's Assistant): Sarah.Stewart@uregina.ca

Students who have been expelled for misconduct may submit an application for readmission and letter of petition to the Council Discipline Committee.  If their petition is approved by the Committee, students must still meet the academic requirements for admission, readmission, or transfer to their chosen faculty. If the petition is denied by this Committee, the decision is deemed final and a new time period may be allotted before the student can petition again to return. The decision of the Committee and the reasons for the decision are rendered in writing to the appellant and the University Registrar for action relative to the student record.

At the discretion of the Registrar, an applicant who has been dismissed for disciplinary reasons from another post-secondary institution may be required to petition to the Council Discipline Committee and receive permission to apply for admission or renewal before being considered on academic grounds.  If the applicant is admitted, the previous dismissal may be considered in any future proceedings for misconduct.

The Committee reports annually to Executive of Council.

Council Committee on Student Appeals

With the exception of matters to be heard by the Council Discipline Committee, all appeals and applications by students regarding faculty decisions will be heard by the Council Committee on Student Appeals. Formal requests for appeals must be submitted in writing to the University Secretary within 30 days of the decision letter from the faculty:

The University Secretary
University of Regina AH 509.1
Regina SK  S4S 0A2
Tel: 306-585-4956; fax: 306-585-5225
Email (University Secretary's Assistant): Sarah.Stewart@uregina.ca

Grounds for an appeal to the Council Committee on Student Appeals include, though are not limited to, the following:

  • There is additional relevant information which was not considered at the faculty level;

  • There was a problem in procedure at the faculty level;

  • The substance of the case was not considered correctly at the faculty level. For example, relevant rules and regulations were applied incorrectly;

  • Even if relevant rules and regulations were applied correctly, the resulting decision is unfair or unreasonable in the circumstances.

In accordance with the rules of natural justice, students appealing to the Council Committee on Student Appeals have a right to a fair hearing. This includes the right to be notified of hearings, the right to be present and represented at the hearings, the right to present arguments, and the right to question the dean or person designated by the dean.

Procedures of the Council Committee on Student Appeals include, but are not necessarily limited to, the following:

  • the student's or representative's presentation, with opportunity for the dean/designate and Committee members to ask questions;

  • the dean's or designate's presentation, with opportunity for the student/representative and Committee members to ask questions;

  • an opportunity for final statements by the student or representative and dean/designate;

  • the student/representative and dean/designate then withdraw from the hearing and the Committee makes its decision on the appeal.;

  • The student is informed as quickly as possible of the results of the appeal and reasons for the decision;

  • A record of the hearing is kept by the University Secretary.

The Council Committee on Student Appeals meets as required.  The Committee reports annually to Executive of Council.

Senate Appeals Committee

If the student or the University officer is dissatisfied with the decision of the Council Discipline Committee, either may appeal the decision to the Senate Appeals committee.  The onus is on the appellant to demonstrate that the decision of the Council Discipline Committee was manifestly unfair or contrary to the evidence presented at the Council Discipline Committee hearing.  No witnesses are permitted, and no new evidence is entertained.

Appeals of Grades

Appeals of grades are handled by the procedure for Reassessment of Grades

Records

When a final disciplinary decision (after the expiry of all appeal periods or completion of any appeals) involves a grade of XF, or suspension or expulsion, or withholding or rescission of a credential, a copy of the disciplinary decision shall be provided to the Registrar’s Office for action with respect to the student record.  Acts of misconduct that are penalized by a grade of XF, suspension, expulsion, or the withholding or rescission of a credential are recorded permanently on the student’s official transcript.

A record of all substantiated cases of misconduct is retained permanently by the University Secretary. A University official who is determining the penalty for an offence is permitted access to the record of previous or concurrent acts of misconduct by the same student. The University may retain indefinitely on the Faculty’s and/or Registrar’s student file any correspondence or other documentation pertaining to cases of misconduct.

 

Copyright and Subsequent Use of Thesis

Copyright

The University of Regina is committed to complying with Copyright Law and respects intellectual property rights. 

Subsequent Use of Thesis

As a condition for award of a degree, the student is required to sign a form giving permission to the University Library to make the thesis available for inspection, to the supervisor of the research and to the academic unit in which the research was done, to copy and to circulate the thesis for scholarly purposes only, and to make use of material and ideas included in the thesis in the preparation of papers for publication. It is also a condition for the award of a degree that the student sign a form giving the National Library of Canada/UMI (University Microfilms) a non-exclusive license to copy the thesis and to lend or sell copies of the film. The author reserves other publication rights and neither the thesis nor extensive extracts from it may be printed or otherwise reproduced without the author's written permission. Copies of the required forms are given to the student at the defense. These forms are signed by the student at the defense and submitted to the FGSR office, by the Chair, immediately following the defense. The author of a thesis is to indicate copyright on the title page.

Doctoral Degree For Scholarly Publication

Members of Convocation or of the Faculty of Graduate Studies and Research of the University of Regina may apply for the award of D.Sc., or a D.Litt., on their published work, or work that has been accepted for public exhibition, of a high standard such as would give applicants authoritative standings in their subjects and fields of research. Persons wishing to apply for such an award should write to the Dean for a copy of the regulations concerning the submission of an application and the subsequent external evaluation of the applicant's scholarly work.

 

Freedom of Information and Protection of Privacy

The University of Regina collects and creates information about students (“personal information”) under the authority of the University of Regina Act, and in accordance with the Local Authority Freedom of Information and Protection of Privacy Act (Saskatchewan) and the Personal Information Protection and Electronic Documents Act (Canada), for purposes of admission, registration, and other decisions on students’ academic status, and the administration of the University and its programs and services. Some of this information may be disclosed to the relevant students’ society and alumni association, and will be reported as required by federal or provincial authority. Any misrepresentation may be shared with other post-secondary institutions. By enrolling in courses at the University of Regina, students consent to the collection, use, and disclosure of personal information as described above.

The University of Regina is a member of the Regina Human Services Partnership, whose members have implemented the Violence Threat Risk Assessment (VTRA) protocol. When there is a threat of violence, VTRA response may include engagement of a multi-disciplinary team including external community agencies. Information may be shared on an as-needed basis in order to protect the physical safety of students, faculty, staff or others. Additional information is available in the Violence Prevention Policy.
If you have any questions about the collection, use, or disclosure of this information by the University, please contact the Head, Access to Information and Protection of Privacy at (306) 585-5163.

 

Notification of Disclosure of Personal Information to Statistics Canada

Statistics Canada is the national statistical agency. As such, Statistics Canada carries out hundreds of surveys each year on a wide range of matters, including education.

It is essential to be able to follow students across time and institutions to understand, for example, the factors affecting enrolment demand at postsecondary institutions. The increased emphasis on accountability for public investment means that it is also important to understand 'outcomes'. In order to conduct such studies, Statistics Canada asks all colleges and universities to provide data on students and graduates. Institutions collect and provide to Statistics Canada student identification information (student's name, student ID number, Social Insurance Number), student contact information (address and telephone number), student demographic characteristics, and enrolment information.

The federal Statistics Act provides the legal authority for Statistics Canada to obtain access to personal information held by educational institutions. The information may be used for statistical purposes only, and the confidentiality provisions of the Statistics Act prevent the information from being released in any way that would identify a student.

Students may contact Statistics Canada via e-mail if they have any questions:

statcan.PSIS-SIEP.statcan@canada.ca.  

It is with the goodwill and collaboration of postsecondary institutions that we will reach our goal of providing reliable postsecondary education information required to plan for our future.

 

Ownership of Intellectual Property

The result of research is knowledge creation. The “ownership” of knowledge and the right to publication or patent or license concerns all graduate students. The student should contact the Office of Research Services (ORS) prior to signing any rights to ownership of his/her work. The position of FGSR is that any agreement signed by a graduate student that has not been vetted by appropriate officers in the University, is not binding. More detailed information can be found on the University of Regina's Intellectual Property Policy.

 

Travel and Fieldwork Safety Policy and Procedures

The University's Travel & Fieldwork Safety Policy & Procedures is in place to ensure the risk of faculty, staff and students conducting fieldwork is minimized.

The policy applies to all University employees and students who conduct work/study activities outside the boundaries of the University of Regina governance, for the purpose of research, study or teaching, including travel to these locations. It includes a broad range of activities from observing wildlife to educating people in other countries.

 

Audio and Video Recording of Classes

Students may audio-record or video-record classes only if they have received authorization from the instructor.  Such authorization may come about as a result of a request made to the Centre for Student Accessibility.  In the case of classes that involve participation by students, consent of the other students in the class is also required.

If students receive authorization, the following conditions apply:

1.  The materials remain the intellectual property of the instructor.
2.  The materials may only be used for the purposes of private study, and may not be used by any other persons other than the students receiving the authorization.
3.  Unless there is a different agreement between the student and the instructor, the materials must be destroyed immediately after the end of the term in which the class has taken place.

Any violation of this policy will be considered an act of misconduct and will be dealt with through that process.

 

Applicants for Graduate Programs who Are, or Are Closely Associated with, U of R Staff

University of Regina’s Conflict of Interest and Conflict of Commitment Policy

Conflict of Interest Declaration: Applicants for Graduate Programs who Are, or Are Closely Associated with, U of R Staff

University of Regina staff members may be applicants for any graduate program in the Faculty of Graduate Studies and Research.

Conditions under which staff become students are stated in the collective bargaining agreements of the University of Regina Faculty Association, the Administrative Professional and Technical Employees Bargaining Unit, and the Canadian Union of Public Employees.

Those who are closely-associated with a U of R staff member may also be considered for admission to U of R graduate programs provided that a plan can be formulated and implemented to mitigate the Conflict of Interest.

The perception of a possibility of, or the occurrence of, a conflict of interest is considered to be a major threat to the integrity of a graduate program. It is the responsibility of a prospective applicant to declare this prior to entering a graduate program, or if not evident until after that point, as soon as it becomes evident. Details of a conflict are to be reported, in writing, to the Dean of the Faculty of Graduate Studies and Research (FGSR).

Examples of conflict of interest include, but are not limited to, the following:

  • A relationship between an employee and an applicant that imperils or could compromise a fair and impartial review in an academic sphere would normally be prohibited.
  • A relationship between an applicant to a graduate program and a closely-associated person who works in the academic unit offering the program.
  • A person seeking to complete a graduate degree in an academic unit in which they are employed full-time.
    • A person employed by an academic unit should not take courses or a degree program in that academic unit.
    • Similarly, a person taking a graduate program in an academic unit should not become a full-time employee in that unit until the program of studies has been successfully completed or formally terminated. While such an arrangement might, under certain circumstances, be regarded as acceptable in the case of a support staff member, the situation would be regarded as unacceptable for a faculty position.

If reasonable remedies to avoid or minimize a possible conflict of interest are not found, the Dean of FGSR may rule to reject an application. If this situation arises after an applicant has been accepted as a candidate for a graduate program, and ways of avoiding or offsetting a conflict of interest are not found, the Dean of FGSR may decide to implement remedies that could include discontinuation of the student's program at this University.

Right of Appeal
A student wishing to appeal a decision is first directed to the Dean of the Faculty of Graduate Studies and Research. If the appellant is not satisfied with the outcome of the Dean’s review, the next level is to request that the matter be addressed by the PhD Committee, a sub-committee of the Council Committee on the Faculty of Graduate Studies and Research (CCFGSR).

Exemptions
Exemptions from these terms include those employees/applicants who are not full-time or are hired full-time on an interim (i.e., term) basis. For example, graduate teaching assistants, and department research and teaching assistants would normally be exempt from review according to the terms of this policy.