1.0 Reason for Procedure(s)

1.1 To set out procedures for employees regarding the acceptance of gifts.

1.2 For the purpose of these procedures gifts includes all gifts, gratuities, personal loans, entertainment or other special considerations.

2.0 Procedure(s)

2.1 In order to avoid a conflict of interest or the appearance of a conflict of interest, at no time shall an employee solicit or accept gifts from current or potential vendors, contractors or their agents, local businesses, University departments, or others with whom there is potential, ongoing or previous business or professional relationship. Employees may accept ordinary business courtesies, such as a modest meal or event, or gifts which are promotional items without significant value and which are distributed routinely. If the value of the gift is undetermined, it should be returned.

2.2 Offers from suppliers for sponsored conferences, seminars, trade shows, plant visits, etc., should be given careful consideration before acceptance so as to ensure that ethical and proper business/procurement practices are not compromised. When there is any doubt, the matter should be referred to the Vice-President (Administration) for approval.

An employee may keep a door prize when it is offered to all attendees at a conference, seminar, or trade show.

2.3 The Vice-President (Administration) may approve exceptions to this procedure. When approval has been granted for the acceptance of a gift it will be University property and used for general purposes. Where a gift is furnishings or equipment and the value exceeds $2,500 it must be reported to the Comptroller.

3.0 Accountability

3.1 The University Secretary is responsible for advising the Vice-President (Administration) that a formal review of the Procedure is required.

3.2 The Comptroller is responsible for the communication, administration, and interpretation of this Policy.

4.0 Review

4.1 Formal Procedure reviews will be conducted every ten (10) years. The next scheduled review date for this Procedure is January 20, 2019.

4.2 In the interim, these Procedures may be revised or rescinded if:

(a) the Approving Body deems necessary; or
(b) the relevant Policy is revised or rescinded.

5.0 Effect on Previous Statements

5.1 This Procedure supersedes:

(a) all previous Board/Senate Procedures, and resolutions on the subject matter contained herein; and
(b) all previous Administration Procedures, and resolutions on the subject matter contained herein; and
(c) all previous Faculty/School Council Procedures stemming from the Faculty/School Council Bylaw and academic and admission Regulations and any resolutions on the subject matter contained herein; and
(d) Policy: Gifts and Gratuities Offered to University Employees (effective February, 1972, revised May 11, 1993)

6.0 Cross References

Policy: Gifts and Gratuities Offered to University Employees